Job Description

The Human Resources Assistant plays a critical role in supporting the organizational needs of the Human Resources (HR) team within the Mayor’s Office Human Resources Department. This position provides administrative and operational support to ensure the efficient functioning of HR processes and contributes to the effective management of the Mayor’s Office workforce. The HR Assistant will focus on a variety of HR tasks aimed at enhancing and streamlining office operations, fostering a positive work environment, and maintaining compliance with city policies and regulations. Assignments are received from, carried out for, and reported directly to the Human Resources Manager.

Essential Function:

Onboarding and Offboarding:

• Assist with onboarding new hires, including coordinating background checks, processing conditional offers, organizing new hire paperwork, facilitating orientation sessions, and issuing Municipal IDs.
• Support offboarding processes, including preparing separation paperwork, coordinating exit interviews, and creating Service History Records for employees resigning or retiring.

Employee Support:

• Act as a first point of contact for employees and applicants, addressing frequently asked questions regarding standard policies, benefits, hiring processes, and general HR inquiries.
• Respond to routine emails and inquiries, escalating complex matters to the HR Manager as needed.

Data Management:

• Maintain accurate personnel records by creating, updating, and organizing physical and electronic personnel files.
• Enter and process Oracle transactions related to hiring, terminations, promotions, and leaves of absence.
• Update and manage spreadsheets, trackers, and databases, such as the Human Resources Tracker, ensuring timely and accurate information.

HR Operations:

• Assist with annual open enrollment for employee benefits, ensuring accurate communication and documentation.
• Monitor and manage employee leave requests, ensuring compliance with city policies and procedures.
• Support compliance audits by maintaining up-to-date and accurate documentation.

Administrative Support:

• Prepare reports, correspondence, and presentations as directed by the HR Manager.
• Provide logistical and administrative support for special projects, training sessions, and audits.
• Coordinate schedules, materials, and logistics for employee orientation, training, and development programs.
• Handle routine clerical functions, such as filing, data entry, and organizing HR materials.

Special Projects:

• Collaborate with the HR Manager on initiatives aimed at improving HR processes, enhancing employee engagement, and ensuring compliance with city-wide policies.
• Assist in creating and distributing HR communications, including updates to policies, procedures, and announcements.

Other Duties as Assigned:

• Perform additional responsibilities as needed to support the Mayor’s Office Human Resources Department and its goals.

Knowledge, Skills, and Abilities

** Knowledge:**

• Comprehensive understanding of Oracle database management systems, including data input, retrieval, and reporting functions.
• Strong working knowledge of the Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook.
• Familiarity with administrative board rules and the employee handbook, with the ability to interpret and explain policies and procedures.
• Awareness of human resources processes and general administrative functions within a governmental or organizational setting.

** Skills:**

• Organizational Skills: Demonstrated ability to manage multiple projects, tasks, and priorities effectively in a dynamic, fast-paced environment.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with diverse teams and city departments.
• Interpersonal Skills: Proven ability to collaborate across departments and teams, fostering a supportive and cooperative work environment.
• Data Entry and Typing: Proficiency in accurate and efficient typing and data entry to maintain precise records.
• Time Management Skills: Ability to meet deadlines while balancing competing demands and shifting priorities.

** Abilities:**

• Ability to work both independently and as part of a team, adapting to varying work demands and schedules.
• Capacity to understand, interpret, and communicate policies within the employee handbook and administration board rules.
• High attention to detail with the ability to organize and coordinate tasks to ensure smooth workflow.
• Flexibility to adjust to new challenges or processes within a fast-paced HR environment.

Ability to handle confidential and sensitive information with integrity and professionalism.

Qualifications

Associate’s degree in human resources or equivalent field of study.

At least two years of experience providing human resources administrative support services.

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range:

$50,000 - $63,000

Commensurate with education and experience

Interested candidates should apply through Smart Recruiters

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation : City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 6 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

_ *The successful candidate must be a city of Philadelphia resident within six months of hire_

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to the Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx