Human Resources Associate-General

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

The Human Resources Associate serves in an administrative role within the ASU, provides functional support to employees within the MDO clusters and other assigned departments. This is a results-oriented position focused on a variety of HR tasks that enhance and improve the MDO’s operations.  

Essential Functions

• Assists Human Resources Director on a variety of special projects and audits.
• Independently manages projects and human resources matters as assigned.
• Performs other duties as required.
• Additional responsibilities may vary and may concentrate in one or more of the following areas:
  • Onboarding/Offboarding
    • Assists with on-boarding including background investigations, conditional offers, new hire paperwork, new hire orientation, and Municipal IDs.
    • Assists with off-boarding employees including separation paperwork and Service History Records for employees resigning or retiring.
    • Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.
    • Enters Oracle transactions related to hiring, terminations, leaves of absence, promotions.
    • Creates and maintains personnel files.
    • Maintains various spreadsheets and databases such as a Human Resources Tracker
    • Handles routine HR functions; responds to emails from employees with questions or concerns and supports follow up emails.
  • HR investigations
    • Investigates HR-related concerns, including those of discrimination, harassment, and retaliation, in partnership with internal stakeholders.
  • Leaves of Absence/FMLA
    • Manges departmental Leaves of Absence. Processes and administer all leave-of-absence requests. Reviews and processes submitted documentation for leave-of-absence requests in a timely manner.
    • Manages departmental FMLA, which includes determining eligibility and audits.
  • Benefits administration
    • Directs and plans day-to-day operations of CAP benefits in a timely, accurate, and customer-oriented manner.
    • Serves as subject matter expert and provides guidance to employees, as required and monitors procedures to accommodate benefits policy changes.
    • Monitors employee status changes and maintains the accuracy of all benefits enrollments and changes in Oracle.
    • Serves as a liaison between employees and the department regarding any benefits claim issues and plan changes. Reviews benefit plan rules, premium updates, plan changes, work processes, calculation changes, and so forth for all employees.
    • Reviews and processes benefit elections in the City’s system. Distributes required notifications and forms to inform employees of changes in eligibility.
    • Distributes benefits enrollment materials based on eligibility. Provides training to employees and managers regarding their access to benefits in Oracle.
    • Assists in the development and update of employee benefit communication materials, policies, procedures, and forms. R