Administrative Assistant - Human Resources

The Corporation of The City of St. Thomas•St. Thomas, ON

18h•Onsite

About The Position

This non-union position, under the general direction of the Director of Human Resources and technical guidance of the Payroll Manager, is responsible for providing confidential, accurate and efficient administrative support and is the first point of contact to the public and staff primarily related to payroll, benefit, and OMERS. There is considerable independence in judgement when providing information, coordinating and administering tasks related to programs, and establishing priorities as necessary in order to meet operating requirements and established objectives.

Requirements

A minimum accredited 2-year College Diploma in Human Resources.
One to three (1-3) years’ experience in Human Resources.
Experience working in a computerized environment including advanced proficiency of spreadsheets, word processing, data base systems, file management, and HRIS systems.
Must have the ability to manage and effectively respond to stressful situations.
Ability to maintain a high level of confidentiality.
Must be able to work in an environment where multitasking is required and accuracy and attention to detail are essential.
Highly organized with a demonstrated ability to prioritize and meet deadlines.
Strong planning, organizing, and time management skills.
Must demonstrate superior interpersonal and communication skills, both written and verbal.
Experience working in a computerized environment including knowledge of word processing, database systems, file management, Human Resources Information Systems, inter and intranets and electronic mail required.
Requires the ability to effectively deal with members of Council, staff, and the general public.
Must be a strong team player and ability to work with minimal supervision.
Satisfactory Police Record Check.

Responsibilities

Perform administrative assistance to the Director of Human Resources, as needed.
Provide telephone, electronic, and face-to-face service to employees and the public in respect to a wide range of Human Resources needs quickly and efficiently.
Prepare staff meeting agendas, attend meetings, record and prepare accurate and detailed minutes and distribute to appropriate personnel.
Organize and maintain employee personnel files and general department files, including records retention. Assist with department filing, as requested.
Maintain the Human Resources section of the City’s intranet site.
Receive and circulate departmental mail both inter-office and external.
Create employment verification letters as requested by employees.
Administer the department’s purchases and inventory control process and assess departmental needs for supplies, products, and equipment, including the invoicing and payment process, shipping and receiving, all associated records, and allocating funds to/from the appropriate account(s).
Submit monthly Visa statement and receipts for payment ensuring coding for the appropriate account(s) is used.
Open and close secure file room/file cabinets daily.
Act as Records Management department lead.
Ensure police checks and accessibility training is completed for newly appointed committee members.
Process regular payroll cycles accurately and on schedule, including hourly and salaried employee pay.
Enter and maintain payroll data such as new hires, terminations, pay changes, and deductions.
Review and validate timekeeping records.
Troubleshoot and correct payroll discrepancies in a timely manner.
Maintain payroll records and documentation in compliance with organizational policy and legislated regulations.
Maintain required employee certifications records (e.g. Building Inspectors, Water and Wastewater Operators) and process associated wage increases in accordance with established guidelines and collective agreements.
Act as the first point of contact for employee benefit and OMERS questions, explaining plans, eligibility, and coverage clearly.
Support new hire enrollment and qualifying life event changes accurately and on time.
Maintain and update benefits data in HRIS/benefits systems.
Coordinate with benefit carriers and consultant to resolve employee issues and correct discrepancies.
Coordinate HR Programs and initiatives ensuring participation by departments.
Review, distribute, and report on exit interview data.
Support various function areas of the HR team during high volume peak periods.
Perform other duties, responsibilities and functions as may be assigned.