Human Resources Administrative Assistant (PFT)
Norfolk County, Canada

Scope of Position:

To provide administrative assistance, research and confidential support to the Human Resources team.

Position Description:

• Ensure all confidential employee, labour management and departmental information is secure.
• Complete the details for any payroll and human resources changes and adjustments required for payroll on a per pay basis.
• Conduct new hire sign ups including annual Volunteer firefighter and student recruitment and enter data into payroll HRIS systems.
• Enroll new employees in to Benefits and Terminate applicable employees from Benefits Green Shield
• Inform IT of all new hires and required set up for Time Sheets / approvers.
• Print New Hire Access cards, accountable for all cards, etc.
• Set up online pay statement notifications as well as provide password and log in details for pay statements.
• Follow up on outstanding timesheets on a bi-weekly basis
• Answer and investigate employee inquiries related to pay, vacation, sick time, timesheets, etc.
• Provide Unions with copies of applicable offer letters.
• Reception duties including answering incoming calls, HR door, sorting and distribution of mail / courier.
• Monitor and prepare mail for courier or Canada Post, as required.
• Develop and maintain appropriate records management system(s) for the department using the corporate software
• File payroll and human resources related documents on a regular basis.
• Responsible for the maintenance and retention of all computerized and hard copy records
• Maintenance of personnel files including filing, ensuring compliance with policies/procedures, legislated directives relative to confidentiality of information.
• Process invoices, including but not limited to coding, journal entries training, and purchase orders for the department.
• Provide assistance to the Director by overseeing department budget, ensure coded accurately, monitoring budget lines and preparing budget documents as required.
• Order and maintain departmental supplies as needed and within allocated budget.
• Provide assistance to the Director in the area of Labour Relations and Non Union Job Evaluation by scheduling meetings, union billing, taking minutes at various meetings and preparing letters and documents as required.
• Act as a recorder, taking minutes, and preparing agenda’s for various meetings as required by the department.
• Process grievance documentation, maintain the grievance database and electronic files and assist in the creation of grievance summaries.
• Track performance reviews in our electronic system and file in the appropriate employee file. Create performance review status reports for management, bi-annually and upon request.
• Track discipline letters and remove from employee file as per the sunset clause in the applicable collective agreement.
• Coordinate, investigate and research specific projects for the Director and/or other department staff.
• Research and respond to external surveys, as required.
• Verify, complete and provide employees with Employment Confirmation Letters as requested
• Provide support in the annual Summer Student and VFF recruitment processes
• Assist with Occupational Health and Safety initiatives, and maintenance of records such as maintain Joint Health and Safety Committee meeting minutes in SharePoint database, hard copy and electronic medical certificate records management, tracking of workplace inspections and JHSC committees minutes on SharePoint, workplace incident reporting in Parklane OHS and disability management system, completion of WSIB information requests/form and Health and Safety auditing. Issue employee WSIB memorandums.
• Completion of employee provided insurance forms
• Monthly data entry of Green Shield billings into Excel
• HR lead for new hire peer onboarding support
• Initiate updates to processes and systems for efficiencies.
• Conduct and review driver’s abstracts for all employees annually or as required.
• Provide timely response to external legal requests for employment information.
• Monitor and respond to Human Resources general service inquiries by telephone, departmental mailbox and email account.
• Prepare and distribute correspondence from the department, as required.
• Emergency Operations Centre scribe, as required.
• Other duties as assigned.

Requirements

Knowledge and Experience:

• Post-Secondary degree or diploma in a business related discipline or equivalent
• Completion of, or currently enrolled in Human Resources Certificate Program from a community college or university preferred.
• 1 to 2 years’ experience related

Job Rewards and Benefits