Deputy Director of Human Resources

Job Description

Primary purpose:

The Deputy Director of Human Resources provides senior leadership and operational management for the Department of Human Resources, with primary responsibility for strengthening the Department's day-to-day execution, internal systems, project management, staff coordination, and service to City departments and employees. The Deputy Director works closely with the Director of Human Resources to ensure that the Department provides professional and timely support across a full range of municipal human resources functions.

This position is responsible for helping build and sustain a high-performing HR department known for technical competence, responsiveness, sound judgment, follow-through, confidentiality, and clear communication. The Deputy Director develops and improves departmental workflows, standard operating procedures, internal tracking systems, project plans, staff assignments, and accountability practices to ensure that HR work is completed accurately, consistently, and with appropriate urgency.

The Deputy Director also provides leadership and support in areas including employee relations, benefits, leave administration, workers' compensation, accommodations, recruitment, classification and compensation, labor relations support, HRIS/MUNIS processes, personnel records, policy development, employee training, and compliance with applicable federal, state and municipal laws and collective bargaining requirements. The Deputy Director acts as Director in the Director's absence and performs all other related work as required, directed and as the situation dictates.

Supervision:

Supervision Scope: Performs varied and responsible functions requiring considerable independent judgment to ensure legally compliant, operationally effective, and service-oriented administration of municipal human resources. Maintains a consistent, visible, and accessible presence in the office to provide operational leadership, support staff, respond to emerging issues, and promote effective coordination across HR functions. The Deputy Director also assumes the responsibilities of the Director of Human Resources in the Director's absence and works closely with the Director to support the effective performance of all employees, volunteers, interns, and contractors within the Department of Human Resources.

Supervision Received: Works under the general direction of the Director of Human Resources; generally establishes own work plan and completes work in accordance with established departmental and City policies, standards, priorities, and expectations.

Supervision Given: Provides direct supervision, guidance, coaching, and operational support to Human Resources staff. May coordinate and review the work of subordinates and ensure that staff are adequately trained and performing in accordance with established expectations. Supervisory responsibilities include direct accountability for work results across HR functions, ensuring consistency, accuracy, appropriate escalation, and completion in accordance with established priorities, deadlines, and service expectations.

Essential Functions:

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Supports the Director of Human Resources in leading and strengthening the day-to-day operations of the Human Resources Department, with responsibility for coordinating work intake, prioritization, assignment, tracking, follow-through, appropriate escalation, and resolution of personnel matters.
• Develops, maintains, and continuously improves standard operating procedures, checklists, templates, calendars, dashboards, and other tools to ensure that recurring HR functions are performed accurately, consistently, and in accordance with established priorities, deadlines, and service expectations.
• Manages departmental project execution, including creating project plans, clarifying owners and deadlines, tracking progress, identifying barriers, and ensuring completion of priority initiatives.
• Works collaboratively with HR staff to promote shared standards for responsiveness, accuracy, documentation, customer service, and follow-through.
• Builds a collaborative, accountable, and service-oriented culture that supports thoughtful problem solving and responsive action within the Department.
• Serves as a senior point of contact for department heads and managers seeking HR guidance, providing clear, practical, and technically sound support; assess matters requiring Director-level review, consultation, or decision-making and promptly elevates them to the Director, as appropriate.
• Identifies opportunities to strengthen HR processes, communication, and consistent practices, and works with the Director and HR staff to develop practical solutions.
• Provides day-to-day supervision, guidance, coaching, and performance feedback to HR staff; establishes clear expectations, monitors work quality and follow-through, and addresses performance concerns in a fair, consistent, and constructive manner.
• Coordinates cross-functional HR work involving benefits, payroll, leave, workers' compensation, employee relations, recruitment, classification, compensation, labor relations, legal review, and finance.
• Uses HRIS, financial, applicant tracking, and other systems to improve workflow, data quality, reporting, compliance, and decision-making.
• Maintains and regularly provides the Director with clear, useful information and reports on HR workload, active matters, project progress, service needs, recurring themes, and departmental accomplishments to support departmental planning, prioritization, and decision-making.
• Supports the Director in preparing materials, reports, analyses, recommendations, and implementation plans for the Mayor, Executive Team, department heads, employee groups, and other stakeholders, or as determined by the Director.
• Assists with the administration and improvement of employee and retiree benefits, workers' compensation, injury on duty leave for Police and Fire, unemployment benefits, leave administration, employee accommodations, and related policies and procedures.
• Manages the City's obligations relating to personnel records, recommends related policies and procedures, and audits personnel file management on a regular basis.
• Monitors department payroll and attendance files, monitors and administers the Departmental budget and recommends an annual department budget to the Director in anticipation of the annual budget process.
• Works with department heads and staff on personnel transactions, policy questions, procedures, disciplinary matters, corrective action, employee relations issues, and other HR matters in coordination with the Director, Law Department, and HR staff as appropriate.
• May conduct or monitor internal investigations, conduct grievance hearings or meetings, attend collective bargaining meetings, act as hearing officer or witness in civil service or other hearings, and support committees or activities related to personnel or labor relations.
• Maintains in-depth knowledge of legal requirements related to day-to-day management of employees, reducing legal risks and ensuring regulatory compliance.
• Assists in the development, interpretation, communication, and implementation of HR policies and procedures.
• Works with the Director to develop a regular auditing cycle to ensure the Department is meeting applicable employment and labor law requirements.
• Conducts or supervises compensation studies, participates in development and maintenance of the City's classification and compensation plan, reviews and archives position descriptions, and assists with compensation and employment offers.
• Participates in hiring and recruitment activities, including interviews, interview committees, candidate recommendations, position descriptions, recruitment strategies, and employment offers.
• Maintains understanding of regulations and laws specific to municipal human resources management, including collective bargaining law, conflict of interest law, open meeting law, civil service law, public records law, and related requirements, where applicable.
• Supports citywide human resources or staff events, including training, wellness, open enrollment, safety training, recruitment events, compliance, and employee engagement activities. Holds biweekly human resources staff meetings with or without the Director. Recommends staff development, retreats, group training and team building exercises and activities.
• Performs other duties as required, directed and as the situation dictates.

Preferred Candidate Profile:

The successful candidate will be an effective manager and operational leader who can bring clarity, coordination, sound judgment, and shared accountability to a complex municipal HR environment. This individual will be a trusted and dependable leader who can independently manage day-to-day operations, maintain a consistent management presence, and help ensure that the Human Resources team operates effectively and responsively. The candidate will be comfortable balancing multiple priorities, addressing practical problems, strengthening internal systems, supporting staff, communicating clearly and respectfully, embracing technology, and helping move critical HR initiatives from planning through successful execution and completion.

The ideal candidate will combine strong HR judgment with excellent organizational, project management, communication, and execution skills. They will demonstrate the ability to work efficiently under pressure, manage competing demands, and move work forward without sacrificing thoughtful analysis, ethical decision-making, professionalism, or sound HR practices. Equally important are the ability to build trust and credibility with staff at all levels, navigate difficult conversations, de-escalate challenging situations, and foster a positive, collaborative environment in which employees are supported and empowered to succeed in their own roles. The successful candidate will exercise sound management judgment while balancing employee needs, departmental priorities, and responsible stewardship of public resources. Municipal HR technical expertise is highly desirable; equally important are the ability to learn quickly, ask thoughtful questions, collaborate with subject-matter experts, identify practical and appropriate solutions, and provide accurate, responsive, and professional HR guidance.

Qualifications:

Education, Training, and Experience: Bachelor's degree in human resources, public administration, business administration, organizational development, or a related field; three years in a management or supervisory role; and three to five years of progressively responsible experience in human resources administration, HR operations, employee relations, benefits, leave administration, workers' compensation, labor relations, public administration, project management, or a closely related field. Municipal experience is preferred and highly desirable. Any equivalent combination of education and experience as determined by the City may be considered.

Demonstrated experience strengthening administrative systems, managing complex projects, developing and maintaining standard operating procedures, supporting effective work coordination and follow-through, and guiding staff through operational change is strongly preferred.

Working knowledge of multiple human resource disciplines, including benefits administration, workers' compensation, injury on duty for police and fire (s. 111F), unemployment compensation, leave administration, employee accommodations, federal and state employment laws, collective bargaining agreements, HRIS systems, recruitment, classification, compensation, and employee relations is highly desirable.

Special requirements:

Experience with applicant tracking systems and MUNIS (HRIS) is desirable.

A strong commitment to public service and the human resources profession is required.

Knowledge, Ability and Skill:

Knowledge: Strong knowledge of public personnel administration, municipal HR operations, office practices and procedures, project management practices, and technology tools including Microsoft Office, HRIS systems, applicant tracking systems, spreadsheets, databases, and financial systems. Working knowledge of municipal benefits, Chapter 32B, public records, HIPAA, COBRA, Medicare, MA health insurance laws, workers' compensation, injury on duty, unemployment, FMLA and related leave programs, ADA accommodations, collective bargaining agreements, civil service, and applicable labor and employment laws.

Ability: Ability to develop, maintain, and grow a healthy and productive human resources department and team. Ability to organize complex work, establish priorities, manage deadlines, communicate clearly, solve practical problems, lead staff, build trust, maintain confidentiality, and carry work through to completion despite frequent interruptions and competing demands.

Skill: Advanced administrative, organizational, analytical, project management, communication, customer service, and problem-solving skills. Skill in developing SOPs, tracking systems, dashboards, reports, templates, and other tools that improve accuracy, responsiveness, accountability, and follow-through.

Job Environment and Physical Requirements:

(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed under typical office conditions, with little exposure to occupational risks.

Work involves frequent interruptions from inquiries by the general public, employees, department leadership, and other City personnel. Operates computers, calculators, copier, telephone, and other standard office equipment.

Has regular contact with employees, retirees, City department leadership and officials, outside agencies, businesses, v