Human Resources HR Associate - Onboarding Offboarding

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 resultsoriented position focused on a variety of HR tasks that enhance and improve the MDOs 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 Directors 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 daytoday 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 jobspecific 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 interdepartmental transfer requests for employees joining MDO from other departments and manage rehires 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 followup actions are taken as necessary.
• Coordinate resignation or termination procedures ensuring proper documentation.
• Schedule and conduct exit interviews to gather feedback on the employees experience.
• Notify IT payroll security and other relevant departments of the employees departure.
• Ensure employee files are updated and archived according to record retention policies.
• Assist in transitioning the employees 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 HRrelated inquiries from employees and external partners providing exceptional customer service.
• Manage hiring reports for the Managing Directors Office and its supporting departments ensuring uptodate records on recruitment and hiring status.
• Act as a Level 1 Approver for Timecard Signoff 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 daytoday HR activities.
• Delegate tasks to the HR Assistant ensuring clear communication of responsibilities and deadlines.
• Oversee the HR Assistants involvement in onboarding and offboarding procedures and ensure accurate recordkeeping 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 fastpaced environment
• Strong organizational skills and attention to detail
• Flexibility to both work independently and as part of a team
• Strong problemsolving 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.

Qualifications :

Bachelors 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.

Additional Information :

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

Salary Range: $60000 $75000 

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs 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 wellbeing 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 nonmedical nonemergency or patient facing positions with the City of Philadelphia. As a result only employees in positions providing services that  are patientfacing 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 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 ator send an email to

For more information go to: Human Relations Website: Work :

No