Human Resources Coordinator - Mayor's Office of Education

SmartRecruiters, Inc.; Philadelphia (Philadelphia County); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Transportation benefits

Parental leave

Health coverage

Wellness program

Vacation and holidays

Retirement savings options

Student loan forgiveness

Tuition discounts

Job summary

City of Philadelphia's Mayor's Office of Education is seeking a Human Resources Coordinator to manage payroll, benefits, recruitment, and staff relations for 80+ exempt employees. The role emphasizes confidentiality, accuracy, and collaboration with MOE leadership and City offices.

The position requires a bachelor's degree in HR/Business, 3+ years HR experience, and HRIS proficiency; strong organizational and communication skills are essential.

Qualifications

• Bachelor's degree in Human Resources Management, Business Administration, or related field preferred.
• At least 3 years of progressively responsible HR experience (recruitment, employee relations, compensation, benefits).
• 1-2 years HRIS experience (e.g., Oracle, OnePhilly) preferred.
• Excellent organizational and communication skills; ability to maintain confidentiality.

Responsibilities

• Serve as HR liaison between MOE staff and City offices; ensure payroll accuracy and benefits administration.
• Process payroll timely; audit HR programs; maintain time and attendance records; manage leave balances.
• Coordinate new hire onboarding and orientation; prepare orientation materials.
• Develop training and organizational development initiatives; maintain HR records and HRIS data.
• Respond to employee inquiries and provide policy guidance; promote positive employee relations.

Skills

Organizational skills

Communication

Confidentiality

Customer service

Time management

Education

Bachelor's degree in HR Management / Business Administration

Tools

Oracle HRIS

OnePhilly

Job description

Human Resources Coordinator - Mayor's Office of Education

• Full-time
• Compensation: USD 55,000 - USD 70,000 - yearly

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 Education brings a unified vision and organizing strategy to

advance Mayor Parker's vision of a world-class system of education for Philadelphians

of all ages and socioeconomic backgrounds.

MOE develops policies and programs, implements mayoral initiatives, and facilitates

collaboration across city departments and education institutions to support success

for Philadelphia learners from kindergarten through adulthood. Focus areas include

K-12 education, career readiness and workforce development, post-secondary and

adult education. MOE advocates for policies that enhance learning opportunities and

works to secure funding for educational programs.

Position Summary

The Human Resources Coordinator position performs a variety of assignments of confidential nature for 80+ 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 Coordinator aids with and facilitates the human resources processes for MOE leadership and staff. This position acts as the liaison between employees of MOE and other City of Philadelphia offices. 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 HR meetings and routine correspondence; interacting with the Chief Education Officer, Deputy Chief Education Officer and Senior Leadership to ensure that updates and changes are communicated; addressing direct inquiries and providing assistance to troubleshoot and resolve requests; and participating in team activities to enhance employee engagement.

Essential Functions

General

Act as a point of contact for inquiries related to human resources

Disseminate human resources information, such as payroll, benefits, leave, employment, recruiting, training, and protocols 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

Perform other related duties as assigned

Customer Service

Respond to employee inquiries and provide policy and procedure guidance

Serve as employee advocate to identify resources for resolution of issues and concerns

Payroll

Input and process payroll in a timely fashion

Conduct audits of payroll, benefits or other HR programs, and recommend corrective action

Review daily time records for accuracy and completeness

Determine if employees have paid leave, unpaid leave, or other exceptions to regular working time and contact employees and supervisors regarding discrepancies

Maintain attendance records of all employees, including employee leave balances and authorization of leave requests, i.e. vacation, sick leave, FMLA

Review sick leave documentation and records and generate reports on leave usage

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, reference and VOE’s checks

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

Required Competencies, Knowledge, Skills, and Abilities

Regular, predictable attendance is required

Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties

Excellent organizational skills and attention to detail

Working understanding of human resources principles, practices and procedures

Extensive knowledge of office management systems and procedures

Ability to operate general office equipment

Excellent written and verbal communication skills

Excellent interpersonal and customer service skills

Excellent time management skills with a proven ability to meet deadlines

Proficient in Microsoft Office Suite

Ability to function well in a high-paced and at times stressful environment

Ability to maintain confidential information

bachelor's degree program at an accredited college or university in Human Resources Management, Business Administration or any closely related field preferred

At least 3 years of progressively responsible professional human resources experience performing work in areas such as recruitment and selection, employee relations, classification and compensation, benefits administration, performance management, HR policy administration, or other general human resources functions.

1-2 years of HRIS experience (e.g., Oracle, OnePhilly, or other similar Human Resources Information System) preferred.

Salary Range:$55,000 - $70,000

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 8weeks 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 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 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].

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