Human Resources (HR) Assistant

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Managing Director’s Office (MDO) manages and oversees the operations of the City. Working with five Cabinet-level Deputies, operational oversight is divided into specific departmental clusters: Health and Human Services, Community and Culture, Community Services, Public Safety and Criminal Justice, and Transportation and Infrastructure.

The Administrative Services Unit (ASU) is the principal administrative and financial unit of the MDO.  The ASU provides functional service and support to MDO employees and leaders to navigate City processes required to deliver services to the public. 

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 confidentiali