Human Resources and Payroll Specialist

Overview

OAKLAND MUSEUM OF CALIFORNIA (OMCA) MISSION

We inspire understanding and empathy with stories and experiences of California’s art, history, and natural environment to build more equitable and connected communities.

OAKLAND MUSEUM OF CALIFORNIA (OMCA) VISION

We envision a just and vibrant future where our communities value and honor one another and the world around us.

POSITION SUMMARY 

The Human Resource and Payroll Specialist supports OMCA’s Human Resources function with general human resources and payroll administrative duties, to include but not limited to  payroll and benefits administration, onboarding and offboarding, state and federal compliance and HRIS support and other duties as assigned.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons. 

INSTITUTIONAL RESPONSIBILITIES

• Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future
• Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
• All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role.

POSITION DUTIES AND RESPONSIBILITIES

Payroll Management & Administration  

• Oversee the timecard collection and review process
• Ensure coordination of ADP with OMCA holiday schedule and staff
• Oversee the processing of wages and overtime, calculations and record payroll deductions, process manual check requests, process termination and pay adjustments, process garnishments accurately and timely and verify finished product
• Update and maintain payroll system for tax deductions, payroll deductions, accruals, new legislation and accounting changes
• Ensure maintenance of payroll records in accordance with company policy and federal and state regulations
• Partner with Accounting  to provide hours analysis for safe harbor and 403(b) contributions
• Ensure compliance, timely preparation and distribution of ACA Form 1095 documents to employees and IRS
• Complete and submit  EDD requests including wage garnishment
• Primary liaison with ADP and TIAA-CREF for resolution of payroll and 403(b) Plan processing issues, audit staff hours monthly for eligibility requirements and catch up contributions

Benefits Administration

• Participate in annual benefits election activities with broker and in conjunction with the Senior Director of People; manages open enrollment and health and wellness events
• Administer employee enrollments into benefits plans, billing audits/payments and compliance reporting requirements
• Perform r data updates to HRIS and benefits portal
• Administer COBRA benefits for former employees
• Administer pre-tax reimbursement programs (i.e commuter benefits, FSA/HSA, etc)

Compliance

• Track compliance of state and federal mandated training (i.e.  Harassment Prevention and OSHA training )
• Maintain required labor law postings and notices, HR record retention, personnel and medical files, as well as other HR related documentation
• Assist HR Manager will completion of annual reporting requirements including: Medicare Part D, CMS, EEO filing, and Vet 100/100A

Employment Life Cycle

• Coordinate new hire onboarding, including: background check, documentation, orientation, benefits enrollment, and relocation
• Partner with institutional recruiter and other related staff regarding recruitment and onboarding activities, internship/fellowship programs and volunteer
• Assist HR Manager with onboarding, offboarding and leave of absence paperwork and process

Employee Relations

• Provide employee support on HR policies and procedures and Collective Bargaining Agreement
• Respond to employee questions and inquiries that are received in the OMCA HR email mailbox

Qualifications

EXPERIENCE

• Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
• 3-5 years related experience in both HR, Benefits and Payroll administration
• A.A. or B.A. degree in related field and/or PHR Certification, preferred
• Benefits administration and compliance experience preferred
• Basic knowledge of federal/state employment and benefit laws
• ADP Workforce Now benefit experience, preferred
• English language proficiency in both spoken and written form
• Working knowledge of Google Workspace, MS Suite (Word, Excel, PowerPoint), and HRIS software, required
• Experience with payroll processing, labor laws and payroll accounting, preferred
• Ability to interface and work well with all levels of management and staff, while maintaining confidentiality and using sound judgment, required
• Ability to perform multiple tasks with varying priorities and pay attention to detail 
• Ability to communicate effectively verbally and in writing
• Flexibility and excellent organizational skills

WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:

• Museum environment involves both indoor and outdoor working conditions
• Ability to travel between OMCA locations, and other travel as required by position responsibilities 

EEO STATEMENT

The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.

COMPENSATION: $40.48/hr.