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, vendors, governmental organizations, attorneys, and the general public. Communication may involve sensitive or confidential information requiring patience, courtesy, discretion, and sound judgment.

Has citywide access to confidential information regarding personnel records and pending personnel matters or litigation. Errors in judgment could result in significant delay or loss of services, legal ramifications, adverse public relations, or monetary loss.

May be required to occasionally work outside normal business hours. Lifts and/or moves objects weighing up to 20 pounds. Needs to operate a computer keyboard at an efficient speed.

Performance Standard

Employees at all levels are expected to work effectively together to meet the needs of the community and the City through work behaviors demonstrating the City's values.

Employees are also expected to lead by example and demonstrate the highest level of ethics.

This job description does not constitute an employment agreement and is subject to change as the needs of the employer and requirements of the job change.

EXPECTED HIRING RANGE

The anticipated starting salary for this position will generally fall within a portion of the posted pay range. Initial placement will be based on the candidate’s qualifications, experience, and other relevant factors.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Company Description -----------------------

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles.

Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people.

Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill.

Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C.

Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER

The City of Newton believes that its employees are its greatest asset.

To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.

We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.

And as always, you are encouraged to reach out to our dynamic HR Team by emailing [email protected].

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change.

Benefits

------------

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees