Human Resources Assistant

**Company Biography**

The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

**Position Overview**

The Human Resources Assistant position provides general administrative assistance and clerical support to the Human Resources department and other departments as required. This role provides secretarial, technical, clerical and research functions for the Human Resources department in an efficient and effective manner.

**Duties and Responsibilities**

Administrative/Clerical Duties:

- Perform reception duties for the department, including processing incoming and outgoing mail on a daily basis and organizing and maintain the departmental filing system
- Submit requisition forms to Finance for office supplies (stocked & special ordered items) and obtain prices on items required for the department (i.e. letterheads and business cards)
- Prepare union billing reports on wage recovery for employees on union business
- Respond to inquiries from staff and outside organizations for employment information (i.e. prepare confirmation of employment letters)
- Process Accounts Payable for all invoices received in department and breaking down by cost centre
- Process Accounts Receivable/Cash Receipting invoicing for HR Department i.e. training, benefits premiums, etc.
- Journal entries as directed by Corporate Manager, HR and Finance
- Prepare monthly report of new hires to appropriate government agencies
- Act as the departmental contact for Corporate Photo Identification Badges
- Distribute monthly HR meeting agendas and act as the recording secretary for meetings
- Type, copy and distribute departmental correspondence, reports, policies, etc.
- Advise the departmental manager of any irregularities or problems, which may arise in areas of assigned responsibility
- Manage the CIBC cash management on-line premium collections process related to accounts receivable/payable
- Provide assistance to Corporate Recruiter as assigned
- Organize and facilitate the County's Service Awards banquet
- Act as back-up support to CAO office related to Council reports.(suggested task)

HRIS Maintenance:

- Responsible to maintain reporting authority security for HRIS system
- Act as a resource to users and assists with usage and system issues

Research/Report Preparation & Analysis:

- Prepare, analyze and distribute seniority lists for all applicable unions as per the respective Collective Agreements
- Interpret collective agreement language related to seniority calculations
- Prepare updated seniority calculations for job postings

Employee Assistance Program (EAP):

- Handle all staff enquiries regarding the EAP and resources available
- Report on and gather data on usage rates to General Manager, Corporate Services
- Participate on the County's Road to Wellness Committee and gather and present aggregate benefit/employee data to committee in order to plan for the years' wellness campaigns.

Employee Orientation Program:

- Responsible to facilitate County of Lambton New Employee Orientation
- Prepare documentation required for New Employee Orientation.
- Conduct an annual review of new employee orientation materials in consultation with Health & Safety Consultant and Corporate Manager, Human Resources as a continuous quality improvement exercise.

General:

- Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
- Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

Direct Supervision: None

Indirect Supervision: None

Functional Authority: None

**Qualifications**

Minimum formal Education
- A 2 year Community College Diploma in Administration, Human Resources or the like preferred
- Previous experience in municipal government preferred
- Equivalent experience will be considered

Experience
- 1-2 years' experience within a Human Resources department
- General knowledge of Human Res