HR Assistant

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 144,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Close Date: Wednesday, December 3, 2025 at 11:59pm

Calendar: 12 month

Salary: SA Grade D $26.25-$34.32 per hour

FTE: hours per week

We will be filling two positions with this posting.

Purpose

The purpose of this position is to provide day to day administration of application, staffing, roster management and the substitute management system in accordance with all CBE collective agreements and terms and condition of employment.

Accountability

This position is accountable for:

• Ensuring data integrity and maintenance of all relevant data for new hires as well as changes to active employees' employment status;
• Accurate, reliable and efficient entry of data relative to candidate and employee information into the HRIS system;
• Participating collaboratively as a member of the Talent Management Team through effective communication and seamless teamwork;
• Providing excellent and professional customer service both internally and externally;
• Demonstrating an understanding of Human Resource practices and processes;
• Building positive, productive relationships with co-workers and internal and external stakeholders; and
• Leveraging technology to support staffing, recruitment and the substitute management system functions and capabilities.

Major Responsibilities

• Accurate and timely updating and maintenance of all relevant data for new hires, employee updates, and certifications into the appropriate Human Resources Information System (HRIS).
• Acts as a point of contact for the Talent Management Team. Provides courteous and efficient customer services and factual information to internal and external applicants, certificated employees, CBE schools and Departments relative to Talent Management processes and procedures.
• Schedules interviews for the Talent Management team.
• Assists the Talent Management team with new hire orientation meetings.
• Maintains the day to day substitute management system for ATA and Staff Association Casual staff.
• Assesses the nature of inquiries and initiates contact with the appropriate resources as required. Provides general information on policies, guidelines, and collective agreement provisions as they relate to staffing.
• Maintains current and up to date knowledge regarding all aspects of the staffing and recruitment, application and transfer process. Maintains current working knowledge of collective agreements and terms and conditions of employment relative to work section guidelines, processes and procedures.
• Processes and monitors certification status as it relates to position qualifications and records management; forwards all certification documentation to Alberta Education, as required. Forwards inquiries regarding procedures and polices related to certification to appropriate Talent Management team member.
• Provides detailed information to Talent Management team, gathers appropriate materials, documents and/or files to assist in the prompt delivery or service to schools and departments. Runs appropriate reports, lists and other data as required by Talent Management Team. Assists in the preparation and distribution of materials related to the spring substitute staffing process.
• Addresses Dynamics cases.
• Administer Police Security Clearance checks with applicants, enter and transfers data with the Calgary Police Service and subsequent entry of received documentation into Peoplesoft. Schedules appointments with applicants who require follow up with CPS.
• Performs other related responsibilities as assigned to meet the purpose and accountabilities of the role.

Qualifications

Education and Experience

• A minimum completion of a post-secondary certificate in the discipline of Human Resources or Office Administration;
• A minimum of one year related experience, preferably in a large unionized environment.
• An equivalent combination of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies

• Demonstrated knowledge and application of integrated human resource information systems, like PeopleSoft.
• As part of a team, contribute to the achievement of strategic outcomes as they relate to the CBE Ends Statements and the service unit or department. Decisions or recommendations reflect a balance of high professional standards, best practice, and understanding of unique CBE requirements.
• Stays up to date in field and is able to apply innovative solutions as appropriate.
• Ability to achieve progress and results related to strategic initiatives, continuous improvement, bargaining outcomes, etc.
• Excellence in communication, including writing, presenting and active listening skills.
• Knowledge of Microsoft software applications and familiarity with functionality and operations of PeopleSoft or other full service HRMS technologies.
• Results driven, while being aware of and responsive to client needs and requests. Ability to manage expectations, prioritize work requests and communicate effectively.
• Strength in data analysis with attention to detail.
• Demonstrated ability to work effectively in a team orientated work setting of high volume workloads with multiple, tight and demanding timelines.
• Personal suitability.

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

A career with the CBE offers incredible opportunities, rewards and supports.

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.

The Calgary Board of Education acknowledges the traditional territories and oral practices of the Treaty 7 Nations, including the Siksikaitsitapi Nations, Tsuut'ina Nation, and the Îyârhe Nakoda Nations. We acknowledge the Métis Nation within Alberta, and all people who make their homes in the Treaty 7 region of southern Alberta. As a learning organization, we are committed to advancing the Truth and Reconciliation Calls to Action focused on Education for ReconciliACTION.