Human Resources Assistant

The Salvation Army • Philadelphia, PA

33d • Onsite

About The Position

The Human Resources Assistant serves as the frontline support for employee inquiries, providing essential administrative, HR, and financial assistance to the Developmental Disabilities Program (DDP). Providing support proactively, this position handles day-to-day HR workflows—including background checks, employee clearances, pre-hire certifications, recruitment coordination, onboarding, and benefits documentation—alongside Accounts Payable functions (such as petty cash and invoice processing). This role requires exceptional attention to detail, numerical and organizational accuracy, and the ability to anticipate departmental needs, resolve routine inquiries autonomously, and communicate effectively across all levels of the department.

Requirements

• High school diploma required, plus a minimum of two years of Human Resources and accounts payable or secretarial experience.
• Demonstrated ability to work autonomously, prioritize competing tasks, anticipate administrative bottlenecks, and propose effective solutions.
• Rigorous commitment to accuracy, particularly regarding data entry, personnel files, tracking logs, and financial calculations/numbers.
• Experience utilizing HR and financial databases (e.g., Dayforce, UKG, Vairkko) and strong proficiency in Microsoft Office applications (Excel, Word, Teams, Outlook).
• Excellent written and verbal communication skills, and acting as a welcoming, professional frontline resource for staff questions and general inquiries.
• Exceptional tracking and multi-project management skills, and filing skills, with a proven ability to meet strict deadlines in a fast-paced environment.
• As a Mandated Reporter, must provide proof of having completed training on recognizing and reporting child abuse meeting the training standards of PA Act 153 of 2014 with recurrent training required every five years thereafter.
• Meets the Child Protection Clearances required by PA Act 153 to include PA Child Abuse History Clearance, PA State Police Criminal Record Check and FBI Criminal Record Check.
• Must have an understanding of and support for the Mission of The Salvation Army.

Nice To Haves

• An Associate’s or Bachelor’s degree in a related field is a plus.

Responsibilities

• Independently maintain, audit, and organize personnel files to ensure compliance with Provider Qualifications and Licensing requirements.
• Proactively identify and correct missing documentation for new hires, status changes, and terminations.
• Proactively review applications and contact potential candidates for interviews.
• Compile new hire packets, conduct reference checks, and autonomously track onboarding documentation to completion.
• Prepare comprehensive materials for employee orientation, training sessions, and job fairs.
• Manage candidate communications, including sending rejection notification and updating databases/trackers in a timely manner.
• Coordinate and process benefit documentation, including Workers' Compensation and Disability claims.
• Proactively track staff physical and compliance metrics using the Vairkko database, alerting management to upcoming expirations well in advance.
• Perform general data entry and generate routine HR reports and metric analyses.
• Independently manage, update, and submit tracking logs, Employee Referrals, and PTO reports to the HR Manager and Executive Program Director on schedule.
• Support DDP Accounts Payable, including processing petty cash requests and reviewing invoices for accuracy to ensure prompt vendor payments by the AP Specialist.
• Provide reliable back-up support to the Office Manager (e.g., answering phones, managing mail distribution, and checking office voicemails).
• Execute special projects and generate ad-hoc reports independently as assigned by the HR Manager and Executive Program Director.
• The above list of job duties is not exclusive or exhaustive, and the candidate will be required to undertake such tasks as may reasonably be expected within the scope of the post.

Benefits

• A generous paid time off every year that includes holidays, personal days, vacation time and sick time.
• Employer funded Pension Plan (company contributions begin after 1 year of employment)
• Comprehensive health care coverage with low-cost employee premiums, co-pays and deductibles
• Eligibility for supplemental insurance plans including Short Term Disability, AFLAC and Voluntary Term Life
• Flexible Spending Accounts
• Eligibility for the Federal Government’s Public Student Loan Forgiveness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED