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 Mayor's Office of Philadelphia is dedicated to serving the residents of the City by promoting equity, fostering economic growth, and enhancing the quality of life for all communities. Committed to transparency, integrity, and accountability, we work collaboratively with city departments, agencies, community organizations, and stakeholders to address the most pressing challenges facing our City and to create opportunities for shared prosperity and success.

The Mayor’s Office hopes to continue to build a vibrant, inclusive, and resilient city where every resident has the opportunity to thrive. The City of Philadelphia aspires to be a model of effective governance, innovation, and social progress, where government works in partnership with the community to create positive change and achieve meaningful results.

The Mayor’s Office focuses on the following main initiatives:

• Public Safety
• Clean and Green
• Housing
• Economic Opportunity
• Education
• Roundtables (business, faith-based, and intergovernmental)

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 fun