Workforce Assistant

**Job ID**:52916
**Job Category**: Human Resources
**Division & Section**:Engineering & Construction Services, Business Services & Workforce Planning
**Work Location**:City Hall - 100 Queen Street West, 24th Floor, Toronto
**Job Type & Duration**:Full-time, Permanent Vacancy
**Salary**:$58,527.00 - $71,958.00,
**Shift Information**: Monday to Friday, 35 hours per week
**Affiliation**:Non-Union
**Number of Positions Open**:1
**Posting Period**: 22-Jan-2025 to 05-Feb-2025

**Job Summary**:
The Engineering & Construction Services Division is committed to creating safe and sustainable municipal infrastructure that enhances the high quality of life for the people of Toronto. The Business Services & Workforce Planning Team supports this mission by leading divisional workforce projects and initiatives related to reconciliation, equity and diversity, recruitment, health and safety, as well as learning and development.

The Workforce Assistant is an integral member of the Business Services & Workforce Planning Team. Reporting to the unit Manager, the Assistant manages all team administration, file maintenance, and data tracking, supporting workforce related events, and act as divisional liaison supporting all areas of divisional operations.

Working closely with a team of experienced professionals, the Assistant will become immersed in end-to-end internal divisional operations.

The Business Services & Workforce Planning Team thrives on a culture of positivity, creativity, and continuous growth. If you are passionate about contributing to a positive workplace culture, love to be creative, and have exceptional communication, administrative, and coordination skills, this could be the role for you.

**Major Responsibilities**:
The primary functions associated with this position includes a variety of administrative and support functions, but are not limited to the following:
Administration
- Provides administrative support and coordination in Human Resources related activities such as recruitment file maintenance and archiving, complement management maintenance, training record and calendar maintenance, transfers, divisional Expressions of Interest, staffing requisitions, routine responses, organizational change requests, alternate rate forms and other human resource & payroll related forms and letters, etc.
- Maintains strict confidentiality of information and records.
- Develops unit administrative procedures and systems.

Program and Project Support
- Supports unit’s educational activities such as student placements, attendance management and program logistics.
- Provides onboarding activities/orientation to new staff as appropriate.
- Supports unit projects, programs, and events.
- Participates and completes assigned project work independently within tight timeframes. Supports policy and procedure development as assigned.
- Supports divisional training activities and with the collection of training information for the Division.

Communication and Reporting
- Composes detailed correspondence in matters relevant to the scope of responsibilities. Compiles, maintains, tracks and trends statistical data for use in forecasting; participates in analysis.
- Prepares visual presentations, briefing materials, and other documentation. Assists in preparing and maintaining unit web and intranet content.
- Represents the unit in communications with internal and external stakeholders, in matters relevant to the scope of responsibilities.
- Responds to detailed inquiries from divisional and City staff and the public in a diplomatic and efficient manner.

**Key Qualifications**:

- Graduate from a relevant university or college program such as Human Resources, Business Administration, or the equivalent combination of education and experience.
- Considerable administrative experience (2-5 years) in a complex large organization and/or unionized environment.
- Considerable experience (2-5 years) Collaborating, managing relationships with internal/external stakeholders.

**You must Also Have**:

- Considerable experience in the preparation and drafting of standard correspondence and reports and handling of confidential information.
- Ability to identify and analyze problems and inefficiencies and suggest corrective actions and solutions.
- Ability to establish productive working relationships with all levels of staff, union officials and the public with well-developed conflict resolution skills.
- Ability to effectively establish timelines and handle a varied workload, with impeccable organizational skills.
- Ability to work independently in a dynamic, complex environment, as well as part of a team.
- Willingness to learn, expand skill sets as part of an evolving team to help move the corporate and divisional workforce initiatives forward.
- Experience with a variety of software packages including but not limited to (i.e. Microsoft Office, SuccessFactors, ELI, and/or Adobe). E-learning software administration experience is considered a