Administrative Assistant

1 week ago

Guelph, Ontario, Canada The City of Guelph Full time

About Our Organization:


When you join the City of Guelph, you join a team of 2000 full and part-time employees who deliver services the community relies on every day.

Together, we are bringing to life Guelph's vision of an inclusive, connected, and prosperous city where we look after each other and our environment.


As a regional top employer, the City of Guelph values its employees and offers competitive salaries, excellent benefit packages, opportunities for professional development, a healthy work-life balance, and many roles with flexible work options.

Our corporate values are integrity, service, inclusion, wellness, and learning.

Guelph is consistently ranked as one of the best places in Canada to live, work, and play-all good reasons to consider a career in this beautiful city.


Job Summary:
Your role

  • Provide routine administrative support to the General Manager of Human Resources including the handling of sensitive and confidential matters
  • Provide administrative support to the Human Resources management team through functions such as the coordination of meetings, coordinating travel arrangements, coordination of department activities and performing other related administrative functions.
  • Prepare formal documents for Human Resources related matters, including agreements, minutes of settlement and various other documents
  • Deliver professional assistance to staff as well as external contacts acting as the first point of contact in order to direct requests appropriately.
  • In consultation with the GM, HR, liaise and respond directly on matters of a routine nature and provide background research as required
  • Assist in tracking time off requests, vacation schedules and timecards for all management employees including exception reporting into Kronos
  • Effectively manage the General Manager's schedule and activities
  • Coordinate meetings with other departments and or community stakeholder groups, and occasionally engage in preliminary discussions with stakeholders to clarify issues to determine priority and required level of General Manager involvement
  • Provide support for the corporate related departmental activities such as annual reports, budget process and reporting activities, health and safety related work and other reports
  • Provide clerical support (e.g. word processing, excel, power point, data entry, distribution of information & record keeping)
  • Prepare agendas/minutes for meetings of the Human Resources Management team as well all related working/operating committees; attend meetings and coordinate follow up actions with staff of the department as required.
  • Manage other additional tasks and responsibilities to support the Human Resources management team as required.
  • Assist with the preparation of the departmental budget, status report tracking, expenditure tracking and records management
  • Prepare purchasing invoices and monthly VISAs as directed
  • Perform other related duties as assigned.

QUALIFICATIONS

  • Knowledge of employment law/labour relations documents, issues and terminology
  • Ability to maintain confidentiality at all times related to the corporate responsibilities.
  • Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines.
  • A selfstarter with good problemsolving skills.
  • Highly professional, adaptable and anticipatory with excellent oral and written communications skills.
  • Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality.
  • Advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
  • Knowledge of the Occupational Health & Safety Act.
  • Experience and/or knowledge of financial/work management software and databases such as JDEdwards, Kronos, WAM would be an asset.

Rate
30.33- $37.91 per hour

How to apply

The City of Guelph is an equal opportunity employer that values diversity in the workplace.

We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

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