Human Resources Assistant

City of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health coverage

Paid time off

Retirement plan

Student loan forgiveness

Free SEPTA rides

Tuition discounts

Job summary

City of Philadelphia’s Office of Innovation & Technology is seeking a detail-oriented HR Assistant to support the HR team, maintain employee records, assist with employee relations, and ensure compliance with employment regulations. This role offers exposure to all HR functions and a path to grow within a large municipal operation.

You will collaborate with HR leadership and business partners to handle records, benefits, payroll support, training, safety, and compliance activities for 570+

Qualifications

• High school diploma required; bachelor's degree preferred in HRM/Business Administration or related field.
• 1-2 years of HR, administrative, or customer service experience preferred.
• HRIS experience with Oracle, OnePhilly, or similar systems preferred.

Responsibilities

• Maintain accurate employee records in HRIS systems, ensuring data integrity and confidentiality.
• Coordinate training sessions and maintain training records for compliance.
• Prepare HR reports and analytics including headcount, turnover and compliance metrics for leadership.
• Assist with benefits administration including enrollment, changes and employee inquiries.
• Coordinate performance review processes and maintain performance management documentation.
• Support compliance activities including I-9 verification, background checks and audit preparation.
• Provide clerical and administrative support to HR executives.
• Compile and update employee records.
• Support Safety Officer with safety activities.
• Process documentation and prepare reports relating to personnel activities.
• Coordinate HR projects.
• Support with employee requests regarding HR issues, rules and regulations.
• Aid in payroll preparation.

Skills

HR practices

Microsoft Office

Data management

Communication skills

Detail-oriented

Multitasking

Customer service

Independent judgment

Education

High School diploma

Bachelor's degree in HRM/Business Administration or related field (preferred)

Tools

Oracle HRIS

OnePhilly HRIS

Job description

• Minimum Education Required: High School/GED

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.

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

Job Description

OIT is looking for a detail-oriented Human Resources Assistant (HR Assistant) to join OIT’s Human Resources team and support our growing department. You will be responsible for maintaining HR records, assisting with employee relations, and ensuring compliance with employment regulations. This role offers excellent exposure to all aspects of human resources and is perfect for someone looking to build a career in HR while making a meaningful impact on employee experience.

You will work closely with OIT HR leadership and business leaders to ensure smooth HR operations, from employee relations to maintaining accurate recordkeeping, supporting various HR initiatives along with having effective communication skills. The HR Assistant will perform directly or assist with duties in the following areas: HRIS, transactions, employee relations, benefits, employment processes, safety, and general support. The HR Assistant will be critical in the day-to-day operations, which includes supporting 570+ employees with various inquiries for the life cycle of the employee. This position provides comprehensive learning opportunities and direct involvement in HR activities that drive organizational success.

Essential Functions

• Maintain accurate employee records in HRIS systems, ensuring data integrity and confidentiality at all time
• Coordinate training sessions and maintain training records for compliance
• Prepare HR reports and analytics including headcount, turnover and compliance metrics for leadership
• Assist with benefits administration including enrollment, changes and employee inquiries
• Coordinate performance review processes and maintain performance management documentation
• Support compliance activities including I-9 verification, background checks and audit preparation
• Provide clerical and administrative support to Human Resources executives
• Compile and update employee records
• Support Safety Officer with safety activities
• Process documentation and prepare reports relating to personnel activities (staffing, training, grievances, performance evaluations etc.)
• Coordinate HR projects
• Support with employee requests regarding human resources issues, rules, and regulations
• Aid in payroll preparation
• Work either as part of a team or independently
• Prioritize and achieve deadline goals with/without supervision

Competencies, Knowledge, Skills, and Abilities

• Knowledge of HR practices and disciplines
• Proficiency with Microsoft Office, including Word, Excel, and Access.
• Skills in database management, query, and reporting
• Strong oral and written communication skills
• Highly detail-oriented and organized
• Strong organizational skills with ability to manage multiple priorities simultaneously
• Customer service orientation with ability to interact professionally with employees at all levels
• Ability to exercise sound and independent judgment

Qualifications

EDUCATION

• High school diploma required; bachelor's degree program at an accredited college or university in Human Resources Management, Business Administration or any closely related field preferred

EXPERIENCE/SKILL

• 1-2 years of experience in human resources, administrative, or customer service experience preferred
• 1-2 years of HRIS experience (e.g., Oracle, OnePhilly, or other similar Human Resources Information System) preferred.

OR

Any equivalent combination of education and experience deemed acceptable by OIT’s Human Resources Director and OIT Chief of Staff will also be considered.

Additional Information

Salary Range: $50,000 - $60,000

Starting salary to be determined based on experience and qualifications.

Benefits

• 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.
• Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails.
• 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!

*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 [e-mail].