Coordinator, Administration

Regional Municipality of Wood Buffalo•Derwent, AB

3d•Onsite

About The Position

The Human Resources & Safety department at the Regional Municipality of Wood Buffalo is dedicated to creating a thriving and safe workplace. This includes attracting and developing talent, fostering inclusion, wellness, and continuous learning, while ensuring all employees go home safe through proactive practices and a culture of shared responsibility. This department provides the foundation for all other departments to deliver exceptional service to the community. The Coordinator, Administration role provides confidential administrative support for an assigned Leader within the HR Department or a Senior Manager in the organization. This support includes recruitment, labor relations, calendar management, financial and budget administration, records maintenance, archiving, and reception coverage. The incumbent must maintain the confidentiality and security of all information and take responsibility for any errors. Primary responsibilities include: General Administration: Creating and maintaining HR documents, files, purchase orders, invoices, expenses, spreadsheets, statistical reports, and presentations. Preparing agendas, meeting minutes, memos, letters, and other documents. Handling confidential information routinely. Providing information and assistance to internal and external contacts, as well as the public, regarding Human Resources or departmental procedures and programs. Ensuring inquiries are handled or redirected appropriately. Information Delivery Support: Developing, researching, compiling, tracking, and assembling information for budgets, procedures, expense claims, and reports for internal distribution. Maintaining accurate and up-to-date information on the intranet and in information systems like SAP and Taleo. Department Support: Providing scheduling support by booking appointments and scheduling meetings and interviews. Supporting the assigned leader. Assisting with daily and/or weekly recruitment and other HR-related tasks. Providing backup for reception and records areas. Assisting with special assignments and projects as required.

Requirements

Two (2) years’ experience in a professional administrative and confidential environment, preferably in human resources is required.
A Diploma in Business Administration or Human Resources is required.
Excellent customer service skills and the ability to establish and maintain effective working relationships with employees, leaders, and external contacts.
Proven ability to be discreet and keep all information and documentation strictly confidential.
Strong communication skills, both verbally and written, and the ability to accurately record information.
Demonstrated ability in handling a fast paced and varied workload in a flexible manner.
Must be a self-starter able to work with minimum supervision and direction.
A high proficiency in Microsoft Office programs (Word, Excel, PowerPoint, Outlook).
Criminal record check is required.

Nice To Haves

Experience working in a public-sector environment with unionized and non-unionized employees considered an asset.
Equivalent combination of post-secondary education and directly related work experience may be considered.

Responsibilities

Creates and maintains HR documents, files, purchase orders, invoices, expenses, spreadsheets, statistical reports and presentations.
Prepares agendas, meeting minutes, memos, letters and other documents as required.
Routinely handles confidential information.
Provides a variety of information and assistance to internal and external contacts as well as the public on matters relating to Human Resources or departmental procedures and programs.
Ensures inquiries are appropriately handled or redirected.
Develops, researches, compiles, tracks, and assembles information for budgets, procedures, expense claims, and reports for internal distribution.
Maintains information on the intranet and on information systems (such as SAP and Taleo) to ensure they are accurate and up-to-date.
Provides scheduling support by booking appointments, scheduling meetings and interviews.
Provides support for assigned leader.
Assists with daily and/or weekly recruitment and other HR related tasks.
Responsible to provide back up to reception and records areas.
Assists with special assignments and projects as required.