| Competition Number |
N#15 |
| Position Title |
Administrative Assistant (Human Resources) |
| Position Overview |
Reporting to the Director of Human Resources, provides assistance and confidential administrative support to the Director, Manager of Employee Relations and the Human Resources Leadership Team. |
| Responsibilities |
- Provides confidential administrative support to the Director of Human Resources
- Prepares confidential correspondence and reports
- Prepares correspondence, reports and documents including revisions to the Collective Agreements
- Prepares presentations taking abstract ideas and diagrams and creates visual documents
- Provides research assistance on selected topics as assigned
- Coordinates the Director's calendar and meeting schedule
- Provides meeting support including scheduling meetings, compiling meeting material, preparing agenda packages, booking rooms, composing and distributing minutes and following up on items as needed
- Provides support for management team meetings, actions items and follows up with management to ensure deadlines are met.
- Acts as Administrator on behalf of Director for external municipal networks.
- Maintains central filing system and electronic records including labour relations and project files
- Supports Human Resources Metrics Team and provides support to lead on the Human Resources Benchmarking Network survey to collect workforce data for management teams (attendance trends, accident frequency, lost time due to injury statistics)
- Assists with compilation of workforce planning data and other human resource metrics requested by departmental analysts
- Prepares all purchase requisitions, purchase orders, cheque requisitions, invoices, credit memos and material receipts for the division
- Assists in maintenance of division's budget including generating operating and capital account reports and processing Petty cash reimbursements
- Inputs and reconciles monthly attendance for Human Resources staff including sick leave and vacation time into PeopleSoft
- Arranges computer, phone or Blackberry issues that arise for the Director and new employees
- Registers staff in training and conferences
- Maintains adequate stock of general office supplies
- Acts as a backup for administrative staff in the Office of the Mayor and Council
- Completes special assignments and projects as required
- Performs other related duties as required
|
| Requirements |
- Must have a good attitude and employment record
- Must have the ability to support and project values compatible with the organization
- Must possess a minimum Grade 12 diploma, with up to one year additional post-secondary job related courses
- Must have a minimum of one year related administrative experience
- Must have previous experience monitoring budgets, researching discrepancies and inputting financial data into a financial system
- Must have the ability to maintain confidential information
- Must have strong interpersonal skills in order to provide excellent service to both internal and external customers in a courteous and professional manner
- Must have the ability to effectively communicate both written and verbally
- Must have excellent organizational skills with an ability to manage multiple tasks and deadlines
- Must have strong attention to detail
- Must have demonstrated knowledge of administrative and general office procedures
- Must have excellent data entry skills and proofreading skills
- Must possess mathematical skills and be able to perform calculations accurately
- Must have the ability to read, calculate and explain statistics in order to convey workforce data into management reports
- Must be highly proficient with Microsoft Word, Excel, PowerPoint, Outlook and the Internet
- Must have proven ability to work independently and meet deadlines under pressure
- Must have demonstrated ability to participate as an effective team member
- Preference will be given to applicants with previous experience using Peoplesoft and SAP
We are committed to diversity and inclusion, and thank all applicants in advance. Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code.
We thank all applicants for their interest, however only candidates selected for further consideration will be contacted.
|
| Department |
Finance and Corporate Services |
| Division |
Human Resources |
| Union Affiliation |
Non-Union/Management |
| Job Status |
Full Time Permanent |
| Hours of Work |
8:30 am - 4:30 pm and 9:00 am - 5:00 pm |
| Posting Added Date |
8/21/2014 |
| Posting Closing Date |
9/6/2014 |
| Posting Closing Time |
11:59 p.m. |
| Progress Status |
Receiving Applications |
| Compensation Range |
$43,292 - $54,114 (2013 rates) |
| Grade/Band |
5 (Under Review) |
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