Administrative Co-ordinator of Employee Records and

4 weeks ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Division**: Linear Infrastructure Services
**Department**: Growth and Infrastructure
**Initial Reporting Location**: Frobisher Depot

**Job Status**: Contract Position

**Affiliation**: Non Union
**Estimated Probable Duration**: Up to Eighteen (18) Months
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No
**Range of Pay**: Group 7 - $2,072.00 to $2,440.90 bi-weekly (Subject to Review)

**The start date will follow the selection process.**

This position is not eligible to work remotely

**Main Function**:To provide confidential administrative support to operations managerial staff within the Linear Infrastructure Services Division. Relieve Hiring Managers of administrative detail associated with labour relations, recruitment efforts, training matters and employee records.

**Characteristic Duties**:Under the general supervision of the Director of Linear Infrastructure Services and the Functional Guidance of Divisional Managers.
- Act as administrative liaison within and outside the Division on matters of confidentiality, including matters pertaining to human resources and labour relations. Prepare related confidential reports, correspondence, manuals and documents.
- Co-ordinate the assessment of Divisional training needs and co-ordinate, schedule and monitor employee training programs to meet regulatory and CGS requirements. Prepare routine and ad hoc reports on the status of individual/team training.
- Support Hiring Managers with the on-boarding/orientation of all new hires and work with the respective Hiring Manager to ensure employees receive necessary training, information and resources.
- Assist with labour relations matters, negotiations and grievances by conducting research, preparing draft correspondence and tracking related information. Ensure all related and necessary documentation is provided to Human Resources for any grievance that is referred to Stage Three. Assist with data collection for arbitration.
- Attend Stage Two Grievance Meetings with Hiring Managers. Prepare written responses for review and signature of the applicable Hiring Manager and ensure grievance files hold all relevant documentation.
- In liaison with Human Resources and the applicable Hiring Manager, prepare discipline and termination letters and various correspondence to Union Representatives for the review and signature of the applicable Hiring Manager.
- Lead the administration and purchase of uniforms for Divisional staff.
- Prepare various routine and ad hoc reports for internal and external stakeholders to meet information needs.
- Maintain various databases for the Division.
- Work effectively within a team environment to assist in the achievement of the Division’s objectives.
- Assemble appropriate information and background material for use at meetings and/or in response to correspondence.
- Schedule/organize meetings, prepare and circulate agendas, attend meetings to record, type and circulate minutes/correspondence.
- Assist in maintaining attendance records including vacation schedules, leave of absences and payroll exceptions for the Division. Assist in processing Human Resource related forms.
- Create, control and maintain effective filing and retrieval systems for administrative records, correspondence, contact lists, legal agreements, contracts, policies and procedures, in accordance with the Retention By-law.
- Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
- Perform other related duties as required.

**Qualifications**:
**Education and Training**:

- Successful completion of Secondary School Education.
- Successful completion of a Diploma program in a related discipline from a Community College is considered an asset.
- Additional educational initiatives to update and/or expand competencies.

**Experience**:

- Minimum of three (3) years of responsible related experience.
- Experience working within an operations environment considered an asset.

**Knowledge of**:

- Best practices within areas of responsibility.

**Abilities to**:

- Demonstrate organizational skills, time management, adaptability and judgement.
- Demonstrate the ability to work independently and under pressure.
- Demonstrate a strong commitment to delivering excellent service.
- Demonstrate interpersonal skills and the ability to build relationships with internal and external stakeholders.
- Handle confidential information with discretion.
- Communicate effectively orally and in writing.

**Personal Suitability**:

- Mental and physical fitness to perform essential job functions.

**Language**:

- Excellent use of English; verbally and in writing.
- French verbal skills highly desirable; written skills an asset.

**Other**:

- Physical capability of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record and personal insurance coverage.

**Leadership Competencies**:
**Tactical Coordination a

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