Human Resources Specialist

Human Resources Specialist

Requirements

• High school diploma or equivalent required.
• At least two years related experience required.
• Knowledge of the principles and practices of contract negotiation, administration, monitoring, and evaluation of contracted services.
• The principles, practices, and techniques of contract management, grant management and compliance requirements.
• Municipal ordinances and procedures pertaining to contract preparation and processing, including guidelines and provider agreements, and other City-wide policies that impact contracts.
• Federal regulations as they pertain to contract preparation and administration for Community Services Block Grants and other funding streams for CEO contracts and initiatives.
• Federal, state and municipal laws and regulations related to area of assignment.
• City of Philadelphia computer applications including ACIS, and standard computer software such as Microsoft Office Suite applications, Outlook, and DocuSign software.

Responsibilities

• Act as main point of contact for inquiries related to human resources.
• Disseminate human resources information, such as payroll, benefits, leave, employment, recruiting, training, and policies 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.
• Respond to employee inquiries and provide policy and procedure guidance.
• Serve as employee advocate to identify resources for resolution of issues and concerns.
• Review and accurately process payroll in a timely fashion.
• Conduct audits of payroll, benefits or other HR programs, and recommend corrective action.
• Maintain attendance records of all employees, including employee leave balances and authorization of leave requests, i.e. vacation, sick leave, FMLA.
• Participate in hiring processes including interviews and making hiring recommendations.
• 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, references and VOEs.
• 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.
• Provide administrative support to the leadership team, including meeting notes, filing, scanning, scheduling, gathering information, making travel arrangements, and distributing mail.
• Manage executive calendars and schedules.
• Prepare for meetings by creating agendas, setting up technology and arranging rooms, and taking notes.
• Complete purchase orders for Human Resources office.
• Other duties as assigned.

Preferred Qualifications

• Bachelor’s degree in human resources or related field and/or equivalent experience preferred.
• Human Resources certification preferred – SHRM-CP or PHR.