HR Admin Assistant, PT Term Jan 26

POSITION TITLE:

DEPARTMENT:

TERM:

SALARY:

HR ADMIN ASSISTANT

HUMAN RESOURCES

Part Time,Term, Exempt

$44.19 per hour

NATURE OF WORK

The HR Administrative Assistant provides comprehensive administrative support to the Human Resources team across a range of functional areas, which may include recruitment, learning and development, job evaluation, and general labour relations support.

As the first point of contact for the HR department, the HR Administrative Assistant delivers welcoming and professional reception services, ensuring a positive experience for employees.

This role is also responsible for maintaining the integrity, security, and accuracy of Human Resources Information Systems (HRIS), including data management, reporting, and user training. The HR Administrative Assistant collaborates with departments across the organization to support the evaluation, design, and continuous improvement of HR systems and applications.

Reports to the Manager of Human Resources & Labour Relations

SUPERVISION EXERCISED

None

• Responds to general HR inquiries from internal and external contacts, providing accurate information on personnel-related matters, and escalating complex issues to the Manager of HR/LR as appropriate.
• Supports department and hiring managers with full-cycle recruitment activities, including creating and posting job opportunities, tracking applicants, and managing onboarding tasks through the HRIS software.
• Assists with coordinating and delivering new employee orientations, and ensures onboarding documentation and tasks are completed and tracked in the HRIS.
• Provides administrative support for employee lifecycle transactions—such as position management, compensation updates, seniority, and hours of work—by entering and maintaining accurate records in the HRIS.
• Inputs and updates employee data in the HRIS, including personnel records, position control numbers, compensation, attendance, performance reviews, training, certifications, and disciplinary actions.
• Serves as the primary administrative contact for HRIS maintenance and user support, including troubleshooting issues, assisting with user training, and conducting regular data audits.
• Monitors and diarizes key HR timelines such as probation periods, trial periods, and service recognition, using HRIS tools and reminders.
• Provides administrative support to the Manager of HR/LR in the implementation of performance management and merit processes, including scheduling, tracking, and data entry within the HRIS.
• Assists the Manager of HR/LR with data gathering and reporting through HRIS tools for internal analysis, benchmarking, and compliance reporting.
• Supports the preparation and updating of job descriptions and classification documentation for union and excluded positions, under the direction of the Manager of HR/LR.
• Maintains employee records in accordance with organizational retention policies, ensuring that both electronic (HRIS) and physical files are up to date and handled with confidentiality.
• Handles sensitive and confidential information with discretion, following established protocols and privacy requirements.
• Provides administrative support for HR-related projects and initiatives, as directed by the Manager of HR/LR.
• Prepares and distributes meeting agendas and minutes as required.
• Coordinates department supply orders and provides general office support for HR operations.
• May assist with workplace investigations, including interview support, notetaking, and research
• Contributes to a positive and respectful work environment by modelling workplace conduct in accordance with City policy.
• Complies with the City's occupational health and safety program and applicable legislative requirements; reviews incidents and accidents, recommends corrective actions, delivers safety orientations, and conducts safety meetings as required.

• Client Focused – strives to provide superior public service
• Resource Management – never takes money from taxpayers before absolutely necessary
• Leadership – professional recommendation, servient implementation
• Innovation – debates and challenges processes

PERFORMANCE FACTORS

• Knowledge, Ability and Skills

• Reliability

• Customer Service

• Attendance and Punctuality

• Quantity of Work

• Compliance

• Cooperation

• Health & Safety

REQUIRED SKILLS, QUALIFICATIONS, LICENSES, CERTIFICATIONS & REGISTRATIONS

• Completion of a certificate or diploma in Human Resources Management, or;

• An equivalent combination of education in Office Administration or Business Management and a minimum of two years' experience in a human resources, labour relations, payroll, compensation, or benefits administration role.

• Preference will be given to candidates with previous municipal experience

• Valid BC Class 5 Driver's License
• Strong facilitation, organizational, and analytical skills.
• Excellent interpersonal, written, and verbal communication abilities.
• Ability to manage sensitive information with discretion and professionalism.
• Capable of working independently and collaboratively under pressure.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to provide a clear Police Information Check

GENERAL

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related and/or a logical assignment to the position.

Formal application; rating of education and experience; oral interview and reference check; police information check; and job related tests may be required

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.