Human Resources (HR) Associate - 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

The Human Resource Associate performs a broad range of administrative and human resources duties to support the Managing Director’s Office (MDO) and its associated departments. This position is responsible for managing various Human Resources functions related to onboarding, offboarding, and daily HR operations, ensuring consistency with departmental goals and policies. The Human Resource Associate works efficiently to maintain smooth HR operations, address employee concerns, and resolve any issues that arise. The position also includes overseeing the residency requirements, outside employment checks, and managing the Human Resources Assistant in the day-to-day activities of the department.

Duties Include, but not limited to:

Onboarding:

• Oversee the onboarding process for new hires, rehires, reinstatements, and transfers, ensuring timely completion of all required documentation and tasks.
• Process Municipal ID Cards, submit relevant transactions and supervisor changes through Oracle, and request access to One Philly Employee Self Service (ESS) and One Time and Leave (OTL) systems.
• Review office policies with new employees and provide all necessary onboarding correspondence and documents.
• Coordinate the offer letter and new hire paperwork (e.g., tax forms, direct deposit, employment agreements).
• Process background checks for candidates, including indebtedness checks, to ensure compliance with hiring standards.
• Ensure any drug screenings, and employment verifications are completed before the start date.
• Set up employee system access, email accounts, and necessary software or tools.
• Prepare a welcome package, including an employee handbook, organizational chart, and job-specific resources.
• Process residency requirement checks as part of the hiring process, ensuring new hires meet local residency policies (if applicable) and update the records accordingly.
• Process outside employment disclosures from employees as required by company policy, ensuring compliance with secondary employment rules and updating records accordingly.
• Process salary change orders and maintain the Human Resources Tracker for ongoing HR activities.
• Complete inter-departmental transfer requests for employees joining MDO from other departments and manage re-hires and reinstatements.
• Ensure new employees complete mandatory compliance and HR training (e.g., workplace safety, harassment prevention).
• Gather feedback on the onboarding process to improve future experiences.
• Assist managers in setting performance goals and expectations for new employees.

Offboarding:

• Oversee and manage the offboarding process for employees in the MDO, including retirements, voluntary resignations, layoffs, and terminations.
• Process separations, transfers, demotions, leave of absence requests, internal promotions, and retirements through Oracle.
• Prepare Service History Records for employees who are resigning or retiring, ensuring all necessary documentation is accurate and up to date.
• Ensure that terminal leave documentation is prepared for submission to the Finance department.
• Handle routine HR functions such as responding to emails from employees with questions or concerns and ensuring all follow-up actions are taken as necessary.
• Coordinate resignation or termination procedures, ensuring proper documentation.
• Schedule and conduct exit interviews to gather feedback on the employee’s experience.
• Notify IT, payroll, security, and other relevant departments of the employee’s departure.
• Ensure employee files are updated and archived according to record retention policies.
• Assist in transitioning the employee’s workload to a successor or interim team members.
• Document processes and outstanding projects for continuity.
• Notify internal teams and external contacts of staffing changes when appropriate.

HR Operations:

• Create and maintain accurate personnel records and manage HR documents to ensure proper storage and compliance.
• Serve as the primary point of contact for HR-related inquiries from employees and external partners, providing exceptional customer service.
• Manage hiring reports for the Managing Director’s Office and its supporting departments, ensuring up-to-date records on recruitment and hiring status.
• Act as a Level 1 Approver for Timecard Sign-off, ensuring timely and accurate approval of employee time and attendance records.

Management and Oversight:

• Supervise and manage the HR Assistant, providing guidance, training, and support to ensure efficient operation of day-to-day HR activities.
• Delegate tasks to the HR Assistant, ensuring clear communication of responsibilities and deadlines.
• Oversee the HR Assistant’s involvement in onboarding and offboarding procedures and ensure accurate record-keeping and HR documentation.
• Conduct periodic reviews with the HR Assistant to assess performance, provide feedback, and address any areas for improvement.

Competencies, Knowledge, Skills and Abilities

• Experience with Oracle or similar HRIS platforms for HR data entry, data analysis, reporting, and transactions
• Ability to effectively manage multiple projects, tasks, and priorities in a fast-paced environment
• Strong organizational skills and attention to detail
• Flexibility to both work independently and as part of a team
• Strong problem-solving skills and the ability to work independently while maintaining attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Initiative and is solution oriented
• Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments
• Strong communication and time management skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and HR software tools.
• Experience in managing or supervising junior HR staff, such as HR Assistants or Coordinators.

Bachelor’s degree in Human Resources, Personnel Administration, Labor Relations, Public Administration, or a closely related field. 

At least three years of professional human resources experience.

Experience working in a large governmental environment is preferred.

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

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