HR Associate (Benefits, Onboarding & Offboarding)

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. 

Position Summary

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.  Assignments are received from, carried out for, and reported to the Human Resources Deputy Manager.

Essential Functions

Oversee and manage the full scope of employee benefits programs for our organization, including health, dental, vision, life insurance, Family and Medical Leave Act (FMLA), pension plans, retirement programs, and ADA compliance. The Benefits Manager will be responsible for ensuring that all benefits programs are administered efficiently, in compliance with regulations, and aligned with organizational goals. This position will serve as a key point of contact for 1100 + employees regarding their benefits, providing exceptional service and ensuring clarity on plan provisions, eligibility, and enrollment processes.

Duties include, but not limited to:

• Manage all aspects of benefits enrollment, including health, dental, vision, life insurance, disability, and other voluntary benefits. Ensure accurate and timely processing of enrollments, life status changes, and separations.
• Provide guidance to employees on benefits records in the HRIS system (Oracle) and ensure any updates or changes are accurately reflected.
• Serve as the primary point of contact for employees’ benefits, FMLA, ADA, and retirement inquiries, providing exceptional customer service and clear guidance.
• Act as a liaison between employees and Health & Welfare providers to resolve any claim issues, plan changes, or discrepancies. Review benefit plan rules, premium updates, and work processes.
• Oversee the annual open enrollment process, including communication, planning, and execution of benefits-related events and initiatives.
• Handle inquiries and reporting related to Flexible Spending Accounts (FSAs).
• Assist in developing and updating employee benefit communication materials, policies, procedures, and forms to ensure clarity and transparency.
• Respond to inquiries regarding retirement plan enrollments, contributions, and plan changes. Work closely with payroll to ensure proper application of pension deductions.
• Administer FMLA leave requests in compliance with federal and state regulations. Ensure all records are accurately maintained and monitor leave usage.
• Communicate FMLA rights and responsibilities to employees and ensure necessary documentation is submitted.
• Work to ensure FMLA leave is appropriately coordinated with other company leave policies.
• Provide employees with information about pension benefits, eligibility, and distribution options.
• Assist with accommodations for employees with disabilities, ensuring the company’s compliance with the Americans with Disabilities Act (ADA).
• Work closely with employees and management to address accommodation requests and develop reasonable solutions.
• Maintain knowledge of ADA regulations and state laws to ensure ongoing compliance.
• Coordinate and conduct benefits-related training sessions for employees and managers to ensure they understand how to access and utilize their benefits.
• Ensure compliance with federal, state, and local regulations related to benefits, including FMLA, ADA, COBRA, HIPAA, and others.
• Prepare and submit required reports to regulatory agencies and management, including compliance-related documentation and audits.
• Administer all leave-of-absence requests, including reviewing and processing submitted documentation. Manage departmental FMLA, determining eligibility, and conducting audits.
• Support with Oracle transactions related to hiring, terminations, and employee grade steps as needed.
• Assist the Human Resources Deputy Manager with various special projects and provide guidance on benefit-related matters.

Competencies, Knowledge, Skills and Abilities

• Proficiency in HRIS systems, especially Oracle, and Microsoft Office Suite
• Ability to manage multiple tasks and projects with a high degree of accuracy and attention to detail.
• Flexibility to both work independently and with the capacity to collaborate across diverse teams and city departments
• Strong interpersonal, communication, and customer service skills,
• In-depth knowledge of federal and state regulations regarding FMLA, ADA, COBRA, HIPAA, ERISA, and other employee benefit laws.
• Experience in pension and retirement plan administration is highly preferred.

• Associate degree or bachelor’s degree in human resources or equivalent field of study required. 
• A minimum of 3 years of experience in benefits administration, with a focus on FMLA, ADA, pension, and retirement programs.
• Three – five years’ experience in human resources or equivalent combination of training and experience.
• Experience working in a large governmental environment preferred.

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $60,000 - $75,000 

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 8 weeks 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 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!

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 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 [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx