Job Description

Position Summary

The Human Resources Assistant will support the organizational needs of the Human Resources team within the Managing Director's Office (MDO) Administrative Services Unit (ASU). This is an administrative support position focused on a variety of Human Resources tasks that enhance and improve MDO’s operations. Assignments are received from, carried out for, and reported to the Human Resources Associate.

Essential Functions

Duties include, but are not limited to:

• Assists with on-boarding including background investigations, conditional offers, new hire paperwork, new hire orientation, Municipal IDs,
• Assists with off-boarding employees including separation paperwork, prepare Service History Records for employees resigning or retiring
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.
• Assists with open enrollment
• Enter Oracle transactions related to hiring, terminations, leave of absence, promotions
• Create and maintain personnel files
• Maintain various spreadsheets and databases such as Human Resources Tracker, etc.
• Handle routine HR functions; respond to emails from employees with questions or concerns and supporting follow up emails
• Assists Human Resources Director on a variety of special projects and audits
• Performs other duties as required

Competencies, Knowledge, Skills and Abilities

• Ability to effectively manage multiple tasks and priorities in a fast-paced environment
• Strong organizational skills and attention to detail
• Flexibility to both work independently and as part of a team
• Strong working knowledge in Microsoft Office Suite
• Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments
• Strong communication and time management skills
• Proven ability to organize and coordinate a multi-task and fast paced environment
• Typing and data entry skills required
• The ability to understand and answer questions of the complete employee handbook and Administration Board Rules.
• Assist employees with benefits enrollment, changes, and qualifying life event updates.
• Maintain and update employee benefits records in HRIS and payroll systems.
• Provide information on health, dental, vision, retirement, and wellness programs.
• Respond to employee questions and concerns regarding benefits eligibility, claims, and coverage.
• Assist with open enrollment processes, including distributing materials and hosting information sessions.
• Coordinate with benefits providers and vendors to resolve employee inquiries.
• Ensure compliance with federal, state, and local benefits regulations (e.g., FMLA, ACA, COBRA).
• Prepare and distribute required notices, such as Summary Plan Descriptions (SPDs) and COBRA notices.
• Maintain confidentiality and accuracy in benefits-related documentation and reporting.
• Work closely with payroll to ensure accurate benefits deductions and adjustments.
• Track and assist with leave of absence requests, including FMLA, disability, and workers' compensation.
• Monitor benefits enrollment deadlines, changes, and termination dates to prevent lapses in coverage.
• Generate benefits utilization reports for management review.
• Assist with annual benefits audits and reconciliation.
• Recommend process improvements to enhance employee benefits experiences.

Qualifications

Completion of High School.

At least two years of administrative human resources experience working, preferably in Benefits Administration.

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: $45,000 - $55,000

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 8 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: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx