Program Assistant (HR)

There is only one city in the country that can say it is the Nation’s Capital – Washington, D.C. Given that distinction, The Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 22 million visitors a year, have almost 700,000 residents, and 21,000 private business. The Department consists of more than 4,200 members: approximately 3,550 sworn members and over 650 civilian employees. We are one of the most diverse and highly trained departments in the country. We have the honor of safeguarding and protecting not only our nation’s residents, but also people from all over the world.

The Metropolitan Police Department (MPD) offers an attractive benefits package. The benefits package includes competitive compensation, health insurance, prescription drug coverage, dental, vision, short- and long-term disability and life insurance, as well a strong retirement benefit and savings options. Employees are also eligible for our employer contributed 401a plan after one year of employment. Additional perks such as discounts on wireless carriers, gym memberships, amusement park tickets and much more! Additional information can be found at: DCHR Benefits

This position is located in the Metropolitan Police Department (MPD), Organizational Culture and Wellness Bureau (OCWB), Human Resources Management Division (HRMD). The Human Resources Management Division (HRMD). OCWB advances MPD’s mission by promoting a workforce culture that is Visible, Responsive, and Consistent (VRC), ensuring employees receive timely, equitable, and supportive human capital services that enhance employee wellness, organizational effectiveness, and mission readiness.

The Program Assistant provides essential administrative and technical support for leave and benefits programs, with a primary emphasis on supporting Paid Family and Medical Leave (PFML) case processing and coordination. The incumbent provides support in other leave program areas such as Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), Workers Compensation (WC), and related HR Programs.

The position ensures employees receive timely assistance and accurate information while maintain compliance with applicable District and Federal leave program requirements and plays a vital role in ensuring compliance with policies and regulations while maintain accurate records and assisting HR staff with program implementation and employee services.

The Incumbent Will Be Responsible For The Following

• Working directly with the Program Manager and Program Coordinators to provide administrative support for the intake and processing of PFML cases and related leave programs (e.g., FMLA, DC Paid Leave); receiving, reviewing, and processing PFML related documentation for completeness and compliance with established procedures; identifies missing or inconsistent information and follows up with employees.
• Providing employees with general guidance and serves as a point of contact for employees seeking general information on PFML processes, timelines, and documentation requirements.
• Tracking case status using internal databases and tracking tools to ensure timely processing and status updates.
• Following up with employees to obtain missing documentation or clarify submission requirements.
• Coordinating case information with Program Coordinators, payroll, and external entities such as the DC Office of Paid Family and Medical Leave to support case progression and resolution.
• Maintaining accurate, confidential employee records in compliance with privacy and records management requirements and ensuring documentation is properly recorded and organized.
• Uploading finalized notices and documents in HR systems (e.g. PeopleSoft).
• Generating routine reports related to leave case tracking, processing timelines, and program activity to support HRMD operations.
• Responding to employee inquiries regarding leave benefits and processes, providing clear and consistent information based on established guidance.
• Assisting employees in completing required forms and in navigating PFML application submission process and procedures.
• Performing general administrative duties such as scheduling, correspondence preparation, and file maintenance.
• Ensuring a high level of customer service aligned with OCWB’s Visible, Responsive, Consistent (VRC) service model.
• Supporting HR program operations by scheduling meetings, preparing correspondence, and maintaining program files.
• Assisting with audits, reviews, and compliance checks related to leave administration by organizing and retrieving documents.
• Preparing complex and sensitive correspondence in assigned area.
• Responding to Freshdesk and email inquiries from employees and management regarding leave policies and procedures.
• Coordinating training logistics, including scheduling sessions, preparing materials, and Coordinating training logistics, including scheduling sessions, preparing materials, and communicating with participants.
• Performing other related administrative duties as assigned to support HRMD mission requirements.
  
  

Qualifications

• A demonstrated knowledge and experience in federal policies and programs, including leave administration, performance management, and employee relations.
• Knowledge of and the understanding of privacy, security and confidentiality requirements regarding files and documents.
• The ability to maintain accurate records and generate reports.
• The ability to apply analytical techniques and methods to perform a variety of administrative and analytical duties in support of HR Administrative operations.
• The ability to manage multiple priorities and meet deadlines.
• A proficiency in Human Resources Information Systems (HRIS). Knowledge of Microsoft (MS)Windows, MS Office (MS Word, Excel, Access, PowerPoint, Outlook, Teams), and ability to learn and use the software and other electronic equipment adapted by the agency to efficiently perform the job.
• Strong communication and customer service skills.
• The ability to track employee participation in mandatory training and ensure completion within required timeframes.
• Skill to maintain records and prepare reports related to compliance with department training requirements.
  
  

Education

High School Diploma or its equivalent is required.

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to the CS-07 grade level, or its non-District equivalent, gained from the public or private sector. Specialized experience includes but is not limited to: tracking HR program compliance, providing administrative support for leave or related programs, applying office processes and administrative procedures, communicating both orally and in writing, operating a personal computer and utilizing HR software applications.

Work Environment

The work is performed in an office environment

Other Significant Factors

Promotion Potential: No Known Promotion Potential

Collective Bargaining Unit

This is a non-union position; therefore, it is not covered under a collective bargaining agreement.

Position Suitability

This position is deemed as “Security Sensitive” pursuant to Chapter 4 of the D.C. Personnel Regulations, in addition to the general suitability screening and criminal background check (pre-employment and periodic), individuals may be subject to the following checks and tests:

• Traffic record check (as applicable);
• Pre-employment drug and alcohol test (as applicable);
• Consumer credit check (as applicable);
• Reasonable suspicion drug and alcohol test;
• Random drug and alcohol test;
• Return to duty or follow-up drug and alcohol test; and
• Post-accident or incident drug and alcohol test.
  
  

Residency Preference

Applicants claiming “Residency Preference” will be required to maintain residency in the District of Columbia for a minimum of seven (7) years. Failure to do so may result in forfeiture of employment.

Equal Employment Opportunity (EEO) Statement

The District of Columbia Government does not discriminate or retaliate in employment on the basis of race, color, religion, sex, pregnancy, gender identity and expression, national origin, family responsibilities, political affiliation, sexual orientation, marital status, homeless status, disability, genetic information, age, membership in an employee organization, participation in a legally protected activity, parental status, matriculation, personal appearance, credit information, status as a victim or family member of a victim of domestic violence, sexual offense, or stalking, military service, or other non-merit factor.

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