Senior Administrative and HR Assistant contract

Contract Details: Up to 4 months This position supports the Corporate Services’ department Commissioner and other division leads with administrative duties and represents the department at the administrative level as needed. The majority of duties assigned to this position support the Human Resources staff in the areas of recruitment, event and training logistics, internal and external website support, and technical support including but not limited to MS Office 365, online training platforms, and employee recognition platforms. Accountabilities: Adhere to all corporate and departmental policies and procedures, ensuring compliance with established standards and protocols. Deliver exceptional service to both internal and external stakeholders, consistently upholding the Town's commitment to excellence in customer service. Serve as the Senior Administrative Assistant for the department, providing comprehensive administrative support across all divisions. Responsibilities include, but are not limited to, reconciling VISA accounts, processing invoices, managing office supply orders, distributing mail, and representing the department on various committees and in other forums as required. Provide dedicated administrative assistance to the Human Resources division by undertaking key functions such as: Recruitment: facilitate requisitions, post job opportunities, manage and sort resume, coordinate interview schedules, communicate with candidates regarding application outcomes, and support onboarding activities (e.g., ordering identification badges, completing hiring forms, preparing welcome announcements). May occasionally conduct reference checks as needed. Employee Recognition Program: Administer platform access by adding and removing employees, ensuring accurate and timely updates. Online Training Management: Assign required online training modules to staff, and maintain user access on platforms such as Citation Canada by adding or removing participants as necessary. Event and Training Logistics: Coordinate all aspects of event and training logistics, including booking venues, arranging refreshments, and scheduling staff. Website Content Maintenance: Update and maintain Human Resources-related content on both the internal site and the Town's external website as directed. Health, Safety, and Disability Management Support: Assist with administrative tasks related to Health, Safety, and Disability Management, including the completion and processing of WSIB and Short-Term Disability (STD) forms as required. Job Evaluation – coordinate and track approvals for job descriptions and evaluations, prepare related documentation, communicate results to relevant parties, and maintain organized records of all associated documents in both electronic and physical formats Monitor Human Resources inboxes to ensure prompt and accurate routing of emails to the appropriate personnel. Maintain and archive Human Resources hard-copy files in accordance with departmental protocols. In collaboration with Human Resources and other division leaders, proactively identify opportunities to automate existing paper-based processes. Utilize SharePoint and coordinate with Information Technology Services to implement effective solutions. Undertake additional duties and responsibilities as assigned to support departmental objectives. Qualifications: College Diploma or Degree, preferably in Business Administration or Human Resources At least one year of office experience in a Microsoft Office 365 environment; municipal and Human Resources experience preferred Proficient in Microsoft Office 365 programs, including SharePoint Strong customer service orientation, teamwork, and interpersonal skills with professionalism when interacting with internal and external contacts Excellent written and verbal communication skills Strong organization, time management skills, and a continuous improvement mindset for creating efficiencies and automating processes Ability to maintain discretion and confidentiality at all times Basic understanding of Human Resources legislation and best recruitment practices Physical ability to perform job duties, including occasional light lifting, outdoor exposure, or offsite work (e.g., room set-up, delivering materials/refreshments) Valid driver’s license and access to a personal vehicle for transporting materials to external events or meetings as needed  Compensation: The rate for this temporary contract position (35 hours per week) is $35.08 - $41.76 per hour (based on $63,844 - $76,004 per annum). Contract Information: The duration of this contract is up to 4 months. Location: This position primarily requires working onsite in the office, with remote work options available only occasionally and as determined by the needs of the business, in accordance with the Town’s Work from Home Policy, and subject to change.