Human Resources Assistant

1 week ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Section**: Organizational Development, Safety, Wellness and Rehabilitation
**Division**: Human Resources and Organizational Development
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Contract positions
**Estimated Probable Duration**: Six (6) months (with possibility of extension)

**Affiliation**: Non union
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No
**Range/Rate of Pay**: Group 6 $2,011.80 to $2,370.90 bi-weekly (effective April 1, 2024)

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

Eligible to work remotely: To be determined

**Main Function**: Provide confidential administrative support and secretarial services to staff in the Organizational Development, Safety, Wellness and Rehabilitation Section, as required. Act as Receptionist for the Human Resources Administration and Organizational Development, Safety, Wellness and Rehabilitation Sections.

**Characteristic Duties**: Under the general supervision of the Manager of Organizational Development, Safety, Wellness and Rehabilitation or the Co-Ordinator of Administrative Support and Labour Relations.
- Provide confidential administrative support and secretarial services to staff in the Human Resources Administration and the Organizational Development, Safety, Wellness and Rehabilitation Sections.
- Receive incoming telephone calls, visitors, public enquiries and mail as directed. Respond to routine Employee and public inquiries directing individuals to the proper authority for information.
- Compile and formulate Agendas for all Committee meetings (e.g. Joint Health and Safety Committees, Wellness Committees, etc.) for approval by appropriate staff, preparing necessary information for same (e.g. Accident Reports, etc.).
- Attend and take minutes of all Committees (e.g. Joint Health and Safety Committee, Wellness Committees, etc.), and other meetings as directed and distribute minutes accordingly.
- Responsible for tracking, producing and preparing the data required for the production of monthly Union Leaves of Employer paid and Union paid time, ensuring that the costs are charged back to the appropriate department and account number, and forward to the Finance Department for invoicing. Verify Union billing discrepancies, prepare correspondence to the Union and Finance Department regarding such discrepancies.
- Update the intranet site (e.g. post Bulletins, Notices, Policies, etc.) and maintain various Human Resources Management Systems to support initiatives (e.g. training, talent management, workplace inspection, etc.). Maintain training database (e.g. First Aid and CPR training, WHMIS training, etc.) as directed.
- Co-ordinate the registration process for Departmental Training Programs.
- Type various reports, manuals, policies and procedures, and ensure they are free of spelling and grammatical errors (e.g. monthly reports, action reports, statistics, etc.). Perform filing, duplicating and other clerical services for Sectional staff.
- Assist with the co-ordination of the Summer Student Program and annual Safety and Wellness Fairs.
- Maintain an effective filing and information retrieval system for the Department (e.g. files, statistics, training statistics, etc.). Establish, maintain and dispose of all Departmental files to archives and recommend retention or destruction of files, in accordance with CGS Policy, the Records Retention By-law and applicable legislation.
- Distribute publications and training materials (e.g. safety videos, Bulletins etc.), track and ensure that all material is returned and re-entered into the database.
- Compose, transcribe and type routine correspondence for staff of the Sections, completing necessary correspondence.
- Responsible for co-ordinating the Department’s office and First Aid supplies, and prepare orders for authorization as required.
- Assist other Employees in the Human Resources and Organizational Development Department in the performance of their duties during periods of overload, vacation, absence or as directed.
- 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 (Grade XII) Education, with some post Secondary Education preferably including Human Resources related courses.

**Experience**:

- Minimum of two (2) years of responsible and related experience.

**Knowledge Of**:
**Abilities To**:

- Handle multiple priorities and deadlines from multiple parties.
- Demonstrate organizational ability.
- Demonstrate skills and experience with minute-taking.
- Demonstrate interpersonal skills dealing with public, Employees, Councillors, outside groups and agencies.
- Perform in a fast-paced, multi-tasked and team environment with a demonstrated customer service focus.
- Demonstrate forward thinking and prob

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