HR Records and Benefits Assistant

2 months ago

Hamilton, Canada Mohawk College Full time

**HR Records and Benefits Assistant** Status**:Full Time

**Hours**:Monday to Friday; 35 hours/week

**Number of Positions**: 2

**Home Campus**: Fennell

**Pay Band**:7

**Salary Range**:$55,111 - $68,890

**Posting Date**:January 31st, 2023

**Closing Date**:February 7th, 2023 at 7:00pm EST

We support and encourage the contributions of our diverse employees. Supported by a new strategic plan we are committed to nurturing an equitable, diverse and inclusive environment for everyone who learns and works at Mohawk. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

**HR Records and Benefits Assistant***

The Reporting to Manager, Total Rewards, the HR Records and Benefits Assistant position(s) are a multi-incumbent position that provides confidential, administrative and analytical support to the HR Services team, in accordance with collective agreements, benefit plans, terms and conditions of employment, and related legislation.

The Assistant provides HR records administration and Absence Summary administration for the part-time employee groups. This includes: maintaining accuracy and integrity of HRIS master data (i.e. new hires, master data changes, terminations), records management, and ensuring entry deadlines between HR and Finance (Payroll) are met. The Assistant works closely with Disability Management to ensure absence data and employee pay is managed in a timely manner.

The Assistant is responsible for data input and maintenance of benefits information (i.e. new hires, master data changes, terminations) in HRIS, records management. The incumbent also has joint responsibility for benefit enrolments and maintenance in Dayforce, feeding to the Sun Life Plan Sponsor Services (PSS), alongside the Finance (Payroll) team.

The Assistant is responsible for the HR document management processes, including physical and electronic employee files.

The incumbent provides front-line customer service to visitors, staff, faculty, and students. The incumbent works closely with members of the HR team to provide administrative support to the college.

**RESPONSIBILITIES**:
The duties of this position will include, but are not limited to the following:
**HRIS Fulfilment/ Monitoring/ Reporting**
- Reviews contracts/EPAFs/ESAFs for errors/omitted information and provides guidance to HR colleagues/departments/management for completion.
- Inputs and maintains all employee records within the College HRIS (Banner). This includes the entry of part time employee changes
- Working within multiple overlapping deadlines, processes contracts, EPAFs and ESAFs ensuring that the HRIS is updated for all staff hires, transfers, leaves, temporary assignments, additional compensation, retirements, etc. and the necessary information is incorporated into Payroll.
- Generates and analyses regular audit reports to ensure accuracy of data, and takes corrective action, providing corrective direction to stakeholders at various levels within the College.
- Responsible for entering all exceptions on a database (spreadsheet developed and maintained by incumbent) around benefits, vacations and salaries that are against policy; and generating ad-hoc reports as needed.

**Provides support to HR Services Team**
- Tracks eStaffing Action Forms (eSAFs), Partial-Load contracts, Overage Dependent Forms.
- Uses initiative to monitor and ensure adherence to pay deadlines timelines, maintains spreadsheets.
- Creating, updating, and editing documentation provided by the C&BC team.
- Assists the Compensation and Benefits Consultants with maintaining and updating data information employee information in Banner, and in Sun Life Financial’s Plan Sponsor Services (PSS) site, including updating dependent benefit information, and address changes. Processing address changes, legal name change and preferred name change forms in accordance to College policy.
- Following college process pertaining to employee release of information. Creating and validating letters of employment once completed release form is submitted.
- Schedules multi participant meetings on behalf of the HR Services Team.
- Creates Organizational Charts exports from Cornerstone and identifies errors in Banner.
- Address updates for retirees in PSS.
- Personal information & address updates in Banner for All Part-time and Full-time employees (also PSS if name change).
- Providing Payroll with address update information.
- Overage dependent updates.
- Filing for benefit updates (retiree address changes, overage dependents).
- Answer basic benefit information to clients (i.e. plan coverage, requesting forms, etc.).
- Mail out benefit cards.

**Attendance Management**
- Incumbent maintains and updates attendance system for the college

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