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Human Resources Customer Service/administrative

1 month ago

Waterloo, Canada City of Waterloo Full time

**Position Description**:
**Accountabilities**:
Customer Service and Administration
- Support the Director of Human Resources with calendar management, invoice processing and other duties as assigned
- Create and coordinate requisitions, purchase orders, payment of invoices, new vendor profiles and audit month end reports to resolve discrepancies
- Maintain hard copy filing system including creating employee files, ensuring appropriate retention records according to guidelines and arranging file transfers to records storage
- Arrange for printing and/or production of various documents, prepare distribution of mailings, order supplies, and maintain the office inventory
- Attend virtual and in-person meetings, prepare and distribute agendas and record meeting minutes
- Format, transcribe, edit and/or design a variety of documents as required including forms, correspondence, reports, procedure manuals, and information packages, in compliance with AODA legislation
- Assist with various other HR actives including the Milestone Recognition Program, coordinating employee reimbursements, administration of continuing education program, probationary review reminders, step increase eligibility, tracking of contract end dates, sending resignation confirmation letters, coordinating/conducting exit interviews, etc.

Recruitment
- Provide full-cycle recruitment process support and record keeping, primarily through the administration and use of an Applicant Tracking System
- Coordinate part-time casual and co-op recruitment with hiring managers, including creating and updating job postings, advertising, reviewing interview questions, conducting references, and preparing and sending offer letters
- Provide onboarding support including creating employee files, assigning online training and onboarding, requesting and reviewing new hire paperwork, checking drivers abstracts, printing and distributing photo IDs and security badges and providing relevant employment information for new hires

Volunteer Services Administration
- Support the Program Manager of Volunteer Services as required with the maintenance of the volunteer database (Better Impact) and supporting special projects (i.e. Waterloo Award, Community Builder’s Award, etc.)
- Perform administrative tasks including printing and distributing photo IDs and security badges, scanning, running drivers abstracts and responding to general volunteer inquiries

Training and Development Administration
- Assist with the coordination and creation of training courses, registration of employees and uploading training documents to the Human Resources Information System (HRIS)

Other
- Participate in departmental and corporate initiatives as required, including planning for staff events
- May be required to provide back-up support to other staff in the HR office as required
- Perform other related duties as assigned

**Minimum Qualifications**:

- Post-Secondary diploma in Human Resources, business administration or related discipline with a minimum of two (2) years related customer service and administrative experience, or equivalent combination of education and experience
- Previous experience in Human Resources is preferred; progress towards CHRP designation is considered an asset
- Strong commitment to delivering quality customer service utilizing excellent interpersonal and problem solving skills in order to provide information and resolve any customer issues
- Strong organizational and time management skills along with the ability to handle changing priorities and fluctuating volumes of work
- Well-developed written and oral communication skills with strong attention to detail
- Experience working in an environment that requires a high awareness of legislation
- Ability to exercise tact and discretion in dealing with confidential issues
- Demonstrated ability to work effectively both independently and in a team setting
- A satisfactory police criminal and judicial matters check will be required as a condition of hire.
- **Pay Band**:As this is a newly revised position, the City’s Joint Job Evaluation and Maintenance Committee will be reviewing the pay band. In the event that the pay band determined through Job Evaluation is lower than the benchmarked band, the successful incumbent’s salary will be red-circled, as required, and they will not receive any pay adjustments until their salary falls within the newly determined band.

**Application Process**

**Job Eligibility**

All qualified City of Waterloo employees may apply, however during the selection process there is a specific sequence that will be followed. Members of the City of Waterloo Staff Association who have completed their probationary period in their most recent position will be considered first for this posting.

**Accommodation**

**We’ve Got You Covered**

The City of Waterloo strives to be an employer of choice for strong talent dedicated to serving our community, and offer the following:

- Flexible work