Human Resources Information Management

5 months ago

Whitby, Canada Durham District School Board Full time

**Reports to**: Manager HR Information Management (HRIM)

**Department**: People and Culture (HR Services)

Job Purpose

The HRIM Specialist provides complex analysis and project support for a variety of HR initiatives. This includes partnering within the team and with other departments in identifying, analyzing, and implementing business needs and processes, and performing data collection and reporting, to support business planning and our strategic plan. The HRIM Specialist will ensure legislation, collective agreement, Ministry requirements and organizational policies and procedures, are operationalized and current in all HR processes and outcomes.

Accountabilities

HR INFORMATION UPDATES, MAINTENANCE AND COMPLIANCE

Support the cyclical performance appraisal and NTIP processes and associated ONSIS reporting to the Ministry.

Administer and maintain annual vacation entitlements updates to ensure alignment with collective agreements and employment contracts.

Track monthly school staffing assignment process (THANOS).

Responsible for ensuring all seniority data is up to date, accurate, and in accordance with individual collective agreements/terms and conditions.

WORKFLOW ANALYSIS, PROCESS REVIEW, AND DEVELOPMENT

Proactively review key department processes to identify where updates are required to ensure compliance with changing legislation and Ministry directives.

Ensure negotiated changes to collective agreements are reviewed against current processes and workflows; make recommendations for process and workflow updates to management, where required.

Work with other departments and key stakeholders to collaborate on process changes which impact other areas within the organization.

PROCESS DOCUMENTATION AND TRAINING

Develop documentation to support process and legislative changes.

Conduct needs analysis for training; recommend approach; and assist in the development of training materials and methods.

Identify the need for key communications at both the system and department level to support process changes; draft key messages for review and approval by management.

SOFTWARE IMPLEMENTATION PROJECTS

Key member of project teams related to HRIM software updates, changes and integrations.

Work with end-users, internal and external partners and key stakeholders to identify, share and assess impact of system and software changes and updates.

Involvement in reviewing and testing software changes and updates to ensure outcomes are aligned with project goals and best practices.

COMMITTEE AND WORKING GROUP PARTICIPATION

Advocate for best practice outcomes, employee experience and workflow efficiencies when participating in committees and working groups and keep management apprised of progress, challenges and risks.

SCHEDULED AND AD HOC DATA SOURCING AND REPORTING

Prepare regular and ad hoc reports for department review and use.

Respond to system requests for data, beginning with a needs analysis and confirming access to relevant data and desired use.

Work with management to prioritize ad hoc requests for data and reports and to ensure alignment with both operation goals and strategic priorities.

Collaborate with Research and Assessment team on best practices related to data gathering, compiling, and reporting, to meet requests for information both internally and externally to the HRIM department.

KNOWLEDGE AND SKILLS

Demonstrated ability to evaluate/analyze situations with a strong attention to detail and ability to think critically, make decisions to solve problems and recommend solutions.

Strong knowledge of employment-related legislation (ESA, Ontario Human Rights Code).

Proactive and demonstrated commitment to staying current on changes to legislation, collective agreements and Ministry initiatives impacting employees, as well as departmental policies and procedures.

Expert knowledge and experience with HRIS Systems and understanding of connections between HR functions and other key stakeholders/departments including Payroll and Finance.

Exceptional customer service skills and the ability to work with all levels of employees and stakeholders both internal and external to the organization.

A team player and demonstrated success in collaborating with cross-functional departments and within project teams to achieve desired outcomes.

Excellent communication skills; proven ability to develop effective written communications; comfortable and competent in training others.

Experience working on project teams, with specific experience in HRIS system updates, integrations or implementations considered an asset.

EDUCATION AND EXPERIENCE

Completion of undergraduate degree in Human Resources Management/ Business/ Industrial Relations or a combination of education, training and experience deemed to be equivalent.

Minimum 5 years experience working with HRIS systems and employee life cycles, in a highly complex, unionized environment.

Experience in reporting writing and working with HR metrics is

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