Giffords Hiring for HR and Operations Associate Job at Washington, DC Full Time

Title: HR and Operations Associate

Reports to: Director of HR and Operations

Hours: Full-time, non-exempt

Location: Washington, DC

Led by former Congresswoman Gabrielle Giffords, Giffords is a nonprofit organization whose team is on a mission to save lives from gun violence. Giffords is proud to be an equal opportunity employer committed to creating an environment that celebrates diversity, equity and inclusion. People of color, trans individuals, gender non-conforming individuals, women, people with differing abilities, and veterans are strongly encouraged to apply.

Giffords is seeking an HR and Operations Associate to join our team. The HR and Operations Associate will support the execution of payroll, new hire onboarding, and other Human Resources-related processes for all Giffords employees and will contribute to a welcoming and efficient work environment by managing the day-to-day operations of the Washington, DC office. The HR and Operations Associate will work closely with the rest of the Operations team to help maintain a strong positive work culture for all Giffords staff. This is an excellent opportunity for someone interested in learning more about human resources, operations, and nonprofit management.

This is a full-time position based in our Washington DC office. The HR and Operations Associate will be a hybrid position, working 4 days a week remotely and 1 day a week in office on a regular basis. Additional in-person days will be necessary on an ad-hoc basis, depending on the needs of the office and staff, although it is likely to be a maximum of two days in the office a week on any given week.

Since the start of the COVID 19 pandemic, Giffords has been following strict COVID protocols including requiring staff to be up to date on COVID vaccinations, including boosters. If hired, employees must be able to show proof of COVID-19 vaccination and boosters on or before start date.

Applications are accepted on a rolling basis until the position is filled. Due to the high volume of applicants, no phone calls or emails, please.

Duties + Responsibilities

• Facilitate staff transitions by managing the onboarding processes for new staff (preparing and processing onboarding and benefits documents and assisting with new hire orientation), the offboarding process for exiting staff, and maintaining the associated data systems.
• Serve as office manager by welcoming guests; receiving, opening, and distributing mail; maintaining security system and protocols; managing office supply inventory and ordering; coordinating staff events and celebrations; liaising with building management and external vendors to address facilities issues; issuing general staff and office communications; and answering staff questions regarding processes and policies.
• Support hiring process and recruitment by managing job postings and using recruiting tools to attract high quality candidates as well as using scheduling tools and preparing interview materials
• Manage Giffords’ undergraduate internship program, hiring 5-7 new undergraduate interns each semester, leading their onboarding and supporting their professional development during the program.
• Maintain HRIS and confidential employee documents, timekeeping, and training systems; protect confidentiality of personnel data by maintaining employee electronic files in compliance with policy and legal requirements.
• Oversee procurement for office supplies and manage IT systems including printers, laptops, and phone systems with the aid of outside IT consultant
• Support Giffords’ payroll process, including:
  • Ensure and verify accurate timesheet entry, hours worked, paid time off, deductions, and pay adjustments
  • Enter and maintain payroll information in ADP Workforce now
  • Prepare payroll journals for approval by the HR and Operations Director
• Assist with coordination and logistics for organization-wide meetings and retreats
• Along with the Human Resources and Operations Director, support the organization’s transition to ADP Workforce Now, including serving as point of contact for staff support with the system.
• Serve in an organizational support role for the Operations team and other teams across the organization as needed

Required knowledge, skills + experience

• 0-1 years of work experience in an office setting
• Shares Giffords’ commitment to racial equity, social justice, and ensuring an inclusive organizational culture
• Proficiency in GSuite, Word, Excel, PowerPoint, and willingness to learn new platforms
• Demonstrated customer service experience and strong interpersonal skills such as tact and diplomacy
• Interest in working closely with people to support the work of the organization
• Demonstrated problem-solving skills, and ability to manage multiple projects simultaneously in a fast-paced environment
• Outstanding organizational skills, strong attention to detail, and results oriented
• High respect for discretion and confidentiality
• Ability to draft high-quality correspondence and written materials

Valued non-essential knowledge, skills, + experience

• Prior work in an office management role
• Prior experience in a non-profit setting
• Prior payroll and human resources experience
• Experience working with vendors and contract development
• Passion for nonprofit, political, or advocacy operations

Salary + benefits

The salary range is $45,000 – $48,000 and this role is eligible for overtime for all time worked over 40 hours in a week. Competitive benefits include employer funded health, dental, and vision insurance; health, transit, and parking flexible spending accounts; 401k plan with 4% employer match; 25 days of paid time off (PTO) annually plus paid week closure before New Year’s; and ten paid federal holidays.

Applying + the interview process

Submit your resume and a brief cover letter (400 words maximum) that outlines three specific ways that you would be an excellent addition to the Giffords team. Our interview process for this position consists of a phone interview, a video interview, a skills assessment exercise, and reference checks.

Giffords is proud to be an equal opportunity employer committed to creating an environment that celebrates diversity, equity and inclusion. People of color, trans individuals, gender non-conforming individuals, women, people with differing abilities, and veterans are strongly encouraged to apply.