Divisional Assistant

**Divisional Assistant (Human Resources)**

**Competition Number**

2025-019

**Job Code**

1208

**Posting Date**

January 21, 2025

**Closing Date**

January 31, 2025 (at 6:00pm)

**Job Status**

Permanent Full-Time

The **City of Kitchener** is a vibrant and dynamic city of approximately 292,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.

The **City of Kitchener** is WHERE you want to work Learn more about the top reasons to join us:
**Why work at the City of Kitchener**

Position Overview:

- Reporting to the Director, Human Resources, the Divisional Assistant provides office, administrative, technical and financial support to the full HR division and delivers exceptional customer service to internal and external customers and stakeholders.

**Responsibilities**:
Executive Administration
- Provides confidential administrative support to the Director, Human Resources and Manager, Employee Relations & Recruitment (including scheduling and coordinating confidential meetings, calendar management, agenda preparation, correspondence, expense tracking and submissions etc.) Supports other management staff as required.
- Provides administrative support for other HR related working groups and committees as required, including scheduling and coordinating meetings, agenda preparation, correspondence and copying. (E.g. Labour Management Meetings, other).
- Works with Director and Senior Financial Analyst to prepare capital and operating budget submissions for the following year according to budget guidelines. Reviews accounts, variances and revenue projections; liaises with internal project leads on capital projects to prepare expenditure updates and proposed capital close-outs.
- Office Administration
- Provides administrative support to various HR division programs, services and related projects.
- Provides front-reception coverage, greeting visitors, directing guests, managing the main phone line for Human Resources, directing calls as appropriate, ensuring a clean and professional environment.
- Liaises with other internal services as required to support the division including arranging phones, computers and office equipment for new staff, ordering business cards, office supplies and initiating facilities management requests for service.
- Maintains bookings for City Hall Learning Room, KOF Learning Room and Self-Directed Study Room.
- Coordinates divisional meetings (regular all-staff meeting, HR Management meetings); organizes rotating Chair responsibilities, books meeting rooms, prepares and distributes agenda.
- Supports planning and implementation of divisional and corporate-wide HR-led events.
- Drafts all HR related marketing material and communication including seasonal and event posters.
- Assists with research, report-writing and preparation and presentations as required.
- Administers and executes annual ‘Take Your Kids to Work Day’ event; promotes event to encourage participation, coordinates agenda and speakers, works with OD/Learning & Development team to ensure programming aligns with corporate goals.
- Updates Health and Safety posters, annually in Illustrator.
- Maintains records according to the records retention schedule for the HR shared drive electronically, respect in the workplace investigation records and training records.
- Coordinates information collection for FOI requests for records.

Technical Administration
- Employee Relations/Recruitment/General
- Updates and formats Collective Agreements with changes agreed to at bargaining. Arranges for printing, signing and distribution of Collective Agreements.
- Provides comprehensive administrative support during negotiations for collective agreements (schedules offsite meetings; ensures appropriate technology and tools are available, reconciles charges with Unions).
- Receives and tracks leave of absence requests for union executive members. Ensures accurate records to support invoicing unions for time away in accordance with collective agreements.
- Maintains electronic files/databases for labour relations (e.g. grievance, disciplinary action and termination files).
- Administers HR-related content on the City’s website [future: and digital assets, including LinkedIn, etc.]. Updates and maintains the HR section and all HR content on KHub.
- Supports other HR staff (e.g. Benefits team, Health & Safety, Recruitment) with administrative support during peak times such as seasonal staff hiring, special project implementations.

Health & Safety
- Administers the safety footwear and prescription safety eyewear program. Responds to enquiries regarding footwear and glasses. Schedules hearing conservation tests; maintains records and distributes results.
- Sc