Human Resources Office Assistant

**GENERAL STATEMENT**

Under the supervision and direction of the Executive Assistant, the Human Resources Office Assistant provides confidential administrative assistance to the Human Resources Management Team members; reception services to employees, students and the general public; and completes or participates in a range of related client services for the Human Resources department. This position processes a wide variety of forms, reports and correspondence, and accesses, inputs and revises data in the College integrated computer system (HRIS).

**TYPICAL DUTIES**
- Performs general office and reception duties, including responding to a wide range of inquiries about human resources procedures, systems, employment, applicable forms, and the college organization; receives confidential and/or sensitive information from employees and refers matters to the human resources consultants; uses knowledge of the College to refer callers to other HR department member or other area as appropriate;
- Prepares correspondence and other HR documentation; transcribes material from rough copy, and may be required to perform basic editing and proofreading as requested;
- Completes all filing; archiving to storage as applicable and maintains the security of sensitive and confidential documents and personnel files; disposes of confidential material according to current records management requirements;
- Processes CUPE Staff Development Fund reimbursement requests by updating and maintaining tracking spreadsheet; processing payments and adhering to deadlines;
- Photocopies, compiles and prepares materials for training programs, employment and benefit packages, employee orientation, interviews, classification reviews, and various committee meetings;
- Completes departmental leave plan data entry in the human resources information system (HRIS); generates reports, responds to information requests, and surveys as directed by the supervisor; extracts data from the HRIS for labels, envelopes, mailing lists, etc, and responds to requests from other college departments for distribution list data;
- Inputs updates and changes to the HR Intranet as applicable;
- Performs entry/exit tasks for all human resources staff and completes Honourary Colleague process for retirements;
- Identifies and adapts or develops new procedures to manage change and to increase efficiency within the position; in collaboration with the supervisor establishes timelines and priorities for tasks;
- Initiates and submits relevant work orders; processes various related College forms and assists in reconciling monthly Visa statements as needed;
- Arranges meetings including contacting participants, booking facilities and services, making travel arrangements, and preparing/distributing required materials as requested by the supervisor; additionally maintains the e-booking of the HR meeting room;
- Assists with, or organizes as requested, HR-related events and projects;
- Responsible for the daily maintenance of office equipment such as printers and photocopiers and reports malfunctions as appropriate;
- Orders and maintains stock of general office supplies; assembles and maintains sufficient supplies of miscellaneous forms; maintains inventories of department supplies/equipment;
- Makes scheduled daily mail runs; opens/distributes department mail following confidentiality guidelines; locks file cabinets and supports maintaining a safe working environment;
- Performs other related duties similar in scope and complexity.

**QUALIFICATIONS**

Grade 12 plus additional course work in Human Resources studies and two years related experience in a Human Resources or post-secondary environment, or equivalent combination of education and experience.
- Demonstrated excellence in customer service;
- Ability to maintain confidentiality, and recognize and support clients sometimes in sensitive or difficult situations;
- Demonstrated high level written and verbal business communication skills;
- Proven ability to prioritize, problem solve, exercise initiative, work independently or as an effective team member;
- Extreme accuracy and attention to detail;
- Experience working with the Internet and ability to perform web searches and use web tools (e.g. Contribute, Adobe LiveCycle, SharePoint).

**HOW TO APPLY**

**Job Types**: Full-time, Permanent

**Salary**: $24.75-$26.37 per hour

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: One location