Human Resources Coordinator - Mayor's Office of Education

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 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 

• 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 

Personnel Employment Cycle 

• 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  

Benefits 

• 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. 

TO APPLY: Interested candidates must submit a cover letter, resume, references and writing samples.

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 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 faqpchr@phila.gov.

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