Job Application for Office Manager/HR Associate at ZERO TO THREE

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ABOUT ZERO TO THREE

Founded in 1977, ZERO TO THREE works to ensure that babies and toddlers benefit from the early connections that are critical to their well-being and development. Our mission is to ensure that all babies and toddlers have a strong start in life. At ZERO TO THREE, we envision a society with the knowledge and will to support all infants and toddlers in reaching their full potential. Our Core Values Statement: We believe that how we do our work is as important as what we do. To learn more about ZERO TO THREE, please visit our website at zerotothree.org.

SUMMARY

The Human Resources and Office Associate is responsible for organizing and coordinating office administration and procedures, to ensure organizational effectiveness, efficiency and safety.

They will work closely with the Human Resources Director, HR Generalists and other HR Team members to support the administrative processes in the following areas: recruitment, onboarding/offboarding, data management and special projects, as needed to ensure organizational efficiency.

The ideal candidate is an energetic professional who doesn’t mind wearing multiple hats, is experienced in handling a wide range of human resources and administrative tasks, able to work independently with little or no supervision.

ESSENTIAL RESPONSIBILITIES

Office Services

Manage the daily administrative operations of the front office and common areas including the kitchen, storage and work rooms, and meeting rooms.
Serve as primary contact for mailing, shipping, and supplies.
Oversee supply inventory, prepare supply orders, and submit order requests.
Review associated invoices for office services; create and submit vendor contracts for office services and HR
Maintain a working relationship with service providers as needed such as supply providers, janitorial staff, vendor contacts, services, furniture vendors, building management, and the engineering team.
In collaboration with the IT team, coordinate equipment returns for departing staff members, assist with connection issues prior to and during in-house meetings.
Assist procurement in evaluating current service providers, leased equipment terms, etc and assist with researching or identifying new vendor solutions as needed.
Manage and assist with off-site document storage digitization efforts.
Manage and oversee office temporary staff.
Provide administrative support for Full Staff Meetings and coordinate staff appreciation events

Safety and Security

Create, update, and oversee office evacuation and emergency response plans.
Maintain a safe and secure office environment free of clutter to avoid accidents and ensure fire code and other regulatory standards are met.
Create and respond to all facilities-related service requests by contacting the building manager.
Maintain office and building access for staff via the KASTLE portal.
Assign and manage security FOBs for office entry.
Create and submit quarterly KASTLE reports to IT.

Events Assistance

Assist teams with orientation to the office layout, building amenities, etc as requested when teams hold in-office team meetings and retreats.
Coordinate with team liaison for building/office access prior to the meeting, provide FOBs to visiting staff members, assist with meeting room AV access, and supplies access.
Aid in and give information to team liaison for building event facility reservations for catering services, vendor requirements, and access to conference room facilities as needed.
Introduce team liaison to building event staff.
Assist with organizational functions and events (in person or virtual).

HR Administration

Monitor, action, and track inquiries submitted to the HR ticketing system.
Conduct research on various HR-related topics
Create department PowerPoint presentations
Manage all ZERO TO THREE acknowledgements including holiday, milestone, wellness, etc.

Recruitment

Receive, review and maintain recruitment paperwork and filing
Process recruitment requisitions and create job announcements
Manage users and provide candidate and hiring manager support in the applicant tracking system
Facilitate communications with candidates throughout the recruitment process (document requests, status updates, rejection letters, etc.)
Serve as the first point of contact for temporary staffing

Onboarding/Offboarding

Conduct onboarding process to include background and reference screening, administering new hire onboarding modules, New Hire Orientation Schedules, new hire notifications, equipment requests, and ensures all deliverables of the new hire checklist are executed
Collect, process and key new hires paperwork, employee changes, and other employee data in Human Resources systems
Send new hire and separation notices and communications
Create employee offboarding packets
Process status changes for terminated employee in HRIS

Data Management

Pull and prepare compliance, audit and other reports and documentation (OFCCP, EEO, VETS, etc.)
Maintain and update official organizational charts as needed
Administer staff changes and other employee data in HRIS and change notices
Serve as the owner of the electronic filing systems; ensuring that personnel, benefits and miscellaneous files are complete and in compliance

Perform other duties as assigned for the purpose of ensuring the efficient and effective functioning of the project.

ESSENTIAL SKILLS & EXPERIENCE

Minimum of 5 years proven office management experience
1-3 years of experience in Human Resources
Ability to maintain regular onsite attendance in the Washington, DC office during standard business hours
Working knowledge of Human Resources Information Systems (HRIS) and Applicant Tracking Systems (ATS)
Proficient in MS Office including Word, Excel, PowerPoint, and SharePoint
Excellent time and stress management skills; ability to multi-task and prioritize work
Attention to detail with high level of accuracy
Very effective organizational, planning and problem-solving skills
Excellent written, verbal and listening communications skills
Knowledge of human resources and office management practices and procedures
Excellent interpersonal skills
Ability to maintain confidentiality in all aspects of the job
Must possess cultural awareness and sensitivity

EDUCATION

Bachelor’s degree in business or related field, or equivalent experience.

COMPENSATION & BENEFITS

This position's salary is estimated to be high $50,000s to low $70,000s depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.

ESSENTIAL QUALITIES

Encourages and practices critical thinking
Is self-reflective and empathic
Recognizes the influence of workplace relationships on outcomes and results
Maintains a respectful and accepting approach to others
Awareness of the influence of the larger context on individual behavior
Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization

WORKING CONDITIONS

The work conditions described here are representative of those an employee encounters while performing this job. Depending on work location, the incumbent will typically work indoors in a heated and air-conditioned office, with a mixture of natural, incandescent, and fluorescent light with low to moderate noise levels or be subject to working conditions conducive to a home environment. When travel is expected, the incumbent will be exposed to outside environmental conditions during those times.

ZERO TO THREE is proud to be an Equal Opportunity Employer of Minorities, Women, Protected Veterans, and Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.

Due to the high volume of applications, we are not able to provide individual feedback to candidates regarding the status of their application. If selected to move forward in the process, someone from the hiring team will contact you regarding next steps.

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Certification: I understand that completing this application is not an offer or guarantee of my employment. I further understand that any employment I might be offered by ZERO TO THREE ("ZTT") is at-will and that either I or ZTT can terminate that employment at any time with or without notice for any or no reason, and that no agreement to the contrary will be recognized by ZTT unless made in writing and signed by its Executive Director. I certify that all statements contained within this application are true and complete to the best of my knowledge and I understand that knowingly misrepresenting or omitting facts called for herein will be sufficient cause of cancellation of consideration of employment or dismissal from ZTT's service if I have been employed. I authorize ZTT to investigate all information contained in this application, and I authorize all persons, institutions, organizations, and companies to furnish all pertinent information known to them about me. I further authorize ZTT to conduct a criminal background check, child protective services check, education verification, drug screen and any other requirements imposed by specific contracts or government agencies. If I am offered employment by ZTT, I understand that I will be required to complete an orientation and adjustment period of employment. I further understand that if I work in a particular State or on a specific contract, I may be required to sign an Employee Assurance of Confidentiality, an Authorization for Release of Information, a Warning Notice Regarding Data Confidentiality, and other Statements and that any and all information obtained about me may be released to such clients. I further agree and understand that if I am offered employment by ZTT, upon separation of employment, I will return to ZTT all property issued to me or will allow the value of the same to be deducted from my wages, as permitted by law.

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Office Manager/HR Associate

ABOUT ZERO TO THREE

SUMMARY

ESSENTIAL RESPONSIBILITIES

ESSENTIAL SKILLS & EXPERIENCE

EDUCATION

COMPENSATION & BENEFITS

PHYSICAL REQUIREMENTS

ESSENTIAL QUALITIES

WORKING CONDITIONS

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