Seasonal People Operations Administrative Assistant in California in Burning Man (job Id: 1677053548)

Job title: Seasonal People Operations Administrative Assistant

Company: Burning Man

Job description: JOB SUMMARY

The Seasonal People Operations (PO) Administrative Assistant will provide administrative support for the PO department remotely and in-person during the Burning Man event in Nevada. This temporary (April - October), full-time position will primarily focus on data entry to facilitate hiring for the Burning Man event in Nevada, but may also be called to provide assistance with regular day-to-day PO tasks as needed.

The ideal candidate will have 3+ years of administrative Human Resources experience, be computer savvy, experienced with Google sheets, have a keen eye for detail, and thrive in fast paced, ever-changing, deadline driven environments. Understanding and maintenance of confidentiality is a must. They will be comfortable asking clarifying questions, working independently, effectively managing their time and tasks. The person in this role will be able to provide polite, accurate, and professional correspondence to Managers and Employees via phone and email, and generally be a helpful and positive presence in the workplace.

This role will be partially based on-site; the candidate should be comfortable with camping, being desert ready, and able to pitch in with light manual labor as it relates to setting up/ taking down, and maintaining the PO camp, personal, and shared office spaces.

Off playa: this role is expected to maintain an online presence 10a - 6p PT, Monday - Friday

On-playa: hours will fluctuate between 7a - 6p PT, Monday - Sunday

Any need for overtime will be communicated by and coordinated with Manager.

This is a temporary, full-time, non-exempt role, running from April to October, 2023. This role will be remote April - the beginning of August, and based on playa mid August - the beginning of September.

The deadline to apply for this role is 5:00 pm Pacific on Sunday, March 5th, 2023.

DUTIES & ESSENTIAL JOB FUNCTIONS

Administration and timely processing of hiring paperwork to onboard employees for the Burning Man Event. Specifics tasks related to this process include, but are not limited to:
• Administrative and Data Entry (60%)
• Timely and accurate updating of shared seasonal hiring Google spreadsheets.
• Maintain awareness of pay rates, minimum wages, payroll calendar, contract start and end dates, accuracy of data submitted.
• Accurately transfer data from spreadsheets to our HRIS system, Paycom.
• Learn and put into practice standardized processes for making notes, updating spreadsheets, naming conventions and organization of files etc.
• Create offer letters and notices via mail merge system, reviewing each for accuracy.
• Assist with Motor Vehicle Record (MVR) Release process and tracking.
• Send out tailored hiring packets to individuals via DocuSign and/or Paycom.
• Downl completed packets from DocuSign, upload into an online filing system e.g. Box.com or Paycom.
• Communications (25%)
• Serve as a representative of the PO department while working remotely and on-site, maintaining confidentiality, an awareness of surroundings, and a professional demeanor.
• Active participation in PO department and seasonal hiring meetings and check-ins.
• Ask for help from manager and PO team members when information or processes need clarification.
• Proactively keep the team updated on workload, timelines, and if certain areas are in need of support.
• Work with Payroll to ensure data submitted meets their needs.
• Monitor communication channels and respond to basic seasonal hiring inquiries from designated department administrators.
• Confirm receipt of hiring notice with managers, asking any follow up clarifying questions as needed.
• Answer any questions hiring managers and those being hired may have about the administrative aspects of their onboarding process.
• Track and identify issues within hiring packets and paperwork; work with prospective employees directly to solve.
• Facilitate and/or take meeting notes and minutes as requested.
• Additional On-Playa Support: (10%)
• Greet visitors of the PO office and provide assistance as needed.
• Proactive participation in daily office management and camp tasks including (but not limited to) opening and closing procedures, organizing and cleaning spaces, sorting and removing garbage, setting up and tearing down office and team living/working spaces.
• Monitor radio communication and respond to inquiries, routing to appropriate parties when applicable.
• Escalate inquiries and radio calls and visitor inquiries when required.

Other Functions and Responsibilities (5%)
• Be familiar and act in accordance with Burning Man’s staff policies.
• Participate in team meetings, create reports, and maintain related correspondence.
• Stay up to date with email correspondence and departmental communications. Distribute any relevant information to team members and relevant parties in a timely fashion.
• Perform other duties as assigned.

LEARNING AND TEACHING
• Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
• Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
• Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.
• Speaking – Represents Burning Man as a subject matter expert and culture-bearer, as requested.

QUALIFICATIONS

REQUIRED
• 4-year degree or equivalent work experience.
• 1-3 years of HR administrative support experience.
• Ability to work full-time, 40hrs a week, and maintain online presence 10a-6p PT Monday - Friday.
• Ability to adjust schedule seasonally to work on-site at the Burning Man event held in Nevada.
• A motivated and meticulous approach to work and an eye for detail.
• Advanced knowledge of Google products (Sheets, Drive, Docs); ability to write formulas, develop and improve Google and Excel sheets.
• Experience with data management functions (entry, collection, analysis, distribution etc.)
• An analytical mindset with problem-solving skills.
• Ability to maintain personal integrity and uphold high standards of confidentiality.
• Excellent communication and collaboration skills; willingness to learn and proactively ask questions.
• Strong concentration; able to focus on details, execute multi-step processes, review and enter data accurately.
• Highly organized, able to effectively manage time and prioritize.
• Able to maintain high-quality work while meeting tight deadlines.
• Honest and ethical with a dedication to the Burning Man principles and behavioral standards.
• Adaptability/Flexibility: Open to change (positive or negative) and to considerable variety in daily tasks.
• Resilience: Able to accept feedback and remain calm and focused under pressure.
• Capable of working and living in an extreme environment including drastic temperature changes, high winds and low to no visibility at times.

PREFERRED
• Basic knowledge of federal, state (CA and NV) and local (SF) employment laws and regulations.
• Experience using Paycom, PBworks, Box.com, DocuSign, Slack, desk.com, and/or Asana.
• It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.
• Experience working in remote locations.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

REQUIRED LICENSES/CERTIFICATIONS
• Valid driver’s license and a good driving record.

COMPENSATION:

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated pay rate for this position is $ 20.00 to $25.00 per hour.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:
• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
• Notice for Remote Opportunities: Burning Man Project is currently able to hire remote employees living/working in the following states: AZ, CA, CO, FL, ID, LA, MA, MI, MT, NC, NM, NV, NY, OR, TX, UT, VA, WA, WI. Working hours for all positions are based in Pacific Time.

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Expected salary: $20 - 25 per hour

Location: California

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