Administration Assistant

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$23.00/hr - $25.00/hr

Administration Assistant

Non-Exempt, Part-Time

Administration

Business Development Officer

Coordinators & Assistants Level 1

The Administration Assistant will perform a range of administration related duties, including but not limited to benefit administration, payroll administration, contract administration, and finance administration while enforcing company policies and practices.

• Maintain the integrity and confidentiality of employee, vendor, and financial files and records.
• Assist with health and welfare plans, including open enrollment during benefits renewal and general benefits administration support.
• Reconcile benefits statements and HR related invoices.
• Assist with year-end processing including W2s, 1095, 1099, etc. as needed.
• Assist with bi-weekly payroll as needed; review timesheets and distribute paper checks.
• Process required documents for payroll and insurance providers to ensure accurate recordkeeping and deductions as needed.
• Assist with periodic audits of payroll, timekeeping, and payroll deductions.
• Assist with the processing of terminations and preparing final paychecks.
• Perform customer service functions by answering employee requests and questions about payroll and benefit deductions, referring more complex questions to appropriate employees or management.
• Assist Finance management in preparing, importing, and posting payroll and expense data batches; enter and import budgets into Financial Edge; and generate related monthly financial reports.
• Support Finance management with the annual audit, including pulling required documents and verification materials for submission.
• Demonstrate familiarity with Accounts Payable processes to support the Accounting Clerk as needed, including daily cash counting, credit card activity, bank reconciliations, and associated worksheets.
• Assist with workers' compensation claims; investigate accidents; advise supervisors on their role with injured employees; and maintain records in compliance with state and federal laws.
• Assist with unemployment claims and reporting.
• Assist with the approved drivers list, corresponding with the insurance broker for approvals.
• Assist in the preparation of a variety of government filings.
• Set up new vendors in Financial Edge and, if necessary, in Trust Layer. Maintain vendor records.
• As necessary, create museum vendor agreement documents; send documents to vendors for signature and track receipt for execution, signature, and compliance, including W-9 forms.
• Assist with 1099 filings in Financial Edge for third‑party software processing, including verifying vendor names and tax IDs; ensure correct account setup and modify as appropriate.
• Coordinate and obtain Business Development Officer approval for any exceptions to contract requirements, contract verbiage, or insurance requirements.

• Maintain clean, safe, and organized work spaces.
• Follow opening/closing procedures and uphold safety and emergency protocols.
• Supports the Museum’s commitment to diversity, equity and inclusion for fellow staff, guests and the community.
• Fosters a spirit of teamwork and collaboration by actively supporting colleagues, sharing knowledge, and contributing to a positive work culture.
• Contributes to a positive guest experience by greeting and addressing any questions when encountering guests as they navigate through the Museum and Sea Center.
• Assist with other Museum educational and special events as needed and approved by the supervisor.
• Other duties as assigned.
• Minimum 1 year of administrative or relative experience.
• Knowledge and understanding of current Federal and State employment laws, including CA wage and hour laws, preferred.
• Excellent verbal, written, analytical, and problem‑solving skills.
• Strong interpersonal skills and willingness to interact with employees.
• Team player with a positive attitude.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong organization, accuracy, and attention to…