Administration Assistant

Santa Barbara Museum of Natural History and Sea Center; Santa Barbara (CA); On-site; USD 31,684 - 34,440; Part time

Job summary

A regional museum in California is seeking an Administration Assistant to handle various administrative duties including payroll and benefits administration. The ideal candidate will have at least one year of experience, strong organizational skills, and proficiency in Microsoft Office applications. This is an onsite position that requires strong interpersonal skills and the ability to maintain confidentiality.

Qualifications

• Minimum 1 year of administrative or relative experience.
• Knowledge and understanding of current Federal and State employment laws preferred.
• Strong computer skills including proficiency in Microsoft Office.

Responsibilities

• Perform benefit, payroll, and contract administration tasks.
• Maintain confidentiality of employee and financial records.
• Assist with payroll audits and employee inquiries.

Skills

Excellent verbal skills

Strong organizational skills

Time management

Confidentiality

Analytical skills

Team player

Interpersonal skills

Education

1 year of administrative experience

Understanding of CA employment laws

Tools

Microsoft Office Suite

Database programs

Job description

Join to apply for the Administration Assistant role at Santa Barbara Museum of Natural History and Sea Center.

Pay Range

$23.00/hr - $25.00/hr

Title

Administration Assistant

Classification

Non-Exempt, Part-Time

Department

Administration

Reports To

Business Development Officer

Wage Band

Coordinators & Assistants Level 1

Position Summary

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.

Specific Responsibilities

• 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 TrustLayer. 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.

Organization-Wide

• Maintain clean, safe, and organized workspaces.
• 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 detail.
• Confidentiality, discretion, and integrity.
• Has good computer skills, including competency with Microsoft Office (Outlook, Excel, Power Point).
• Experience working with a database program (experience with Raisers Edge is highly desirable).
• Ability to quickly learn about the organization’s HRIS and Payroll management systems (Paylocity).
• Able to operate a variety of office machinery including copiers, printers, scanners, and fax machines.

Preferred Requirements

• Experience working with payroll.
• Experience working with employee benefits.
• Experience working with vendor contracts.
• Interest in the natural world and science.
• Ability to speak conversational Spanish, a plus.
• This is an onsite position (no remote work).
• General office environment with occasional work throughout the Museum’s facilities (Sea Center, galleries, conference rooms, and exhibit halls) and outdoors.
• Significant telephone and computer work (repetitive movement – typing).
• Frequent sitting, standing, walking, climbing stairs and bending with occasional lifting of light loads (25 lbs.).

The Museum will make reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position.