Job Description

Position Summary

The Human Resources Specialist is a key position that performs a variety of assignments of confidential nature for exempt employees including, but not limited to, benefits, compensation, workforce planning and recruitment, staffing, safety administration, employee evaluation, training, and regulatory compliance.

The Human Resources Specialist supports and facilitates the human resources processes at all business locations. This position acts as the liaison between employees of CEO and the City of Philadelphia. This position ensures accurate and timely processing of payroll, resolves benefits-related problems, ensures effective use of plans, and promotes positive employee relations. This position provides administrative support to the human resources function as needed, including record-keeping, file maintenance, HRIS entry, and calendar management.

Key responsibilities include working independently on difficult clerical tasks or complex projects while demonstrating professionalism and confidentiality when handling all matters; composing minutes for all meetings and routine correspondence; interacting with departmental directors and managers on behalf of the Deputy Director and the Human Resources office; addressing direct inquiries and providing assistance to troubleshoot and resolve requests; and participating in team activities to enhance employee engagement.

Essential Functions

• Act as main point of contact for inquiries related to human resources.
• Disseminate human resources information, such as payroll, benefits, leave, employment, recruiting, training, and policies and procedures, to employees.
• Maintain FAQ regarding benefits, time and attendance, payroll, HRIS, and mandatory training.
• Create reports and provide data to support trend analysis and HR metrics.
• Develop strong, communicative relationships with employees and City of Philadelphia offices.
• Prepare presentation materials and assist with training workshops.
• Collaborate on developing and administering training and organizational development initiatives.
• Maintain strict professional ethics, confidentiality, and privacy.
• Respond to employee inquiries and provide policy and procedure guidance.
• Serve as employee advocate to identify resources for resolution of issues and concerns.
• Review and accurately process payroll in a timely fashion.
• Conduct audits of payroll, benefits or other HR programs, and recommend corrective action
• Maintain attendance records of all employees, including employee leave balances and authorization of leave requests, i.e. vacation, sick leave, FMLA.
• Participate in hiring processes including interviews and making hiring recommendations.
• Create professional development and compliance trainings for employees.
• Maintain and audit personnel files.
• Direct new hire orientation and onboarding.
• Prepare orientation manuals and relevant informational material for new hires.
• Complete the pre-employment process for new hires, including background checks, references and VOEs.
• Complete I-9 forms, verify I-9 documentation, and maintain I-9 files.
• Coordinate the preparation of the performance review process.
• Ensure all employees meet their required mandatory training and keep records.
• Process required paperwork for employee transfers, changes in job classification, salary increases, and other related employment matters.
• Manage offboarding and processing separations.
• Administer health and welfare plans, including enrollments, changes and wellness program initiatives.
• Provide administrative support to the leadership team, including meeting notes, filing, scanning, scheduling, gathering information, making travel arrangements, and distributing mail.
• Manage executive calendars and schedules.
• Prepare for meetings by creating agendas, setting up technology and arranging rooms, and taking notes.
• Complete purchase orders for Human Resources office.
• Other duties as assigned.

Competencies, Knowledge, Skills and Abilities

• Knowledge of the principles and practices of contract negotiation, administration, monitoring, and evaluation of contracted services.
• The principles, practices, and techniques of contract management, grant management and compliance requirements.
• Municipal ordinances and procedures pertaining to contract preparation and processing, including guidelines and provider agreements, and other City-wide policies that impact contracts.
• Federal regulations as they pertain to contract preparation and administration for Community Services Block Grants and other funding streams for CEO contracts and initiatives.
• Federal, state and municipal laws and regulations related to area of assignment.
• City of Philadelphia computer applications including ACIS, and standard computer software such as Microsoft Office Suite applications, Outlook, and DocuSign software.

Qualifications

• High school diploma or equivalent required.
• At least two years related experience required.
• Bachelor's degree in human resources or related field and/or equivalent experience preferred.
• Human Resources certification preferred – SHRM-CP or PHR.

Additional Information

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

Salary Range: $55,000 - $60,000

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