HR Administrative Assistant

3 weeks ago

Abbotsford, Canada Abbotsford School District Full time
The Abbotsford School District is located on the traditional and unceded territory of the Stó:lo people, the Semá:th First Nation and Mathx wí First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.

Why Abbotsford?

Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views.

Learn more about the Abbotsford community: // thefraservalley

Why the Abbotsford School District?

Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth.

Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed.

POSITION SUMMARY:

Under the general direction of the District Principal-Human Resources, the HR Administrative Assistant-Dispatcher-Teachers ensures that all absent Teachers are replaced with a Teacher-On-Call (TOC) as per the collective agreement including: responding to questions and providing answer to employees, administering medical leaves, processing Leave of Absence Forms, training employees how to use the automated dispatch system, and manually entering absences and replacements when required.

This position works closely with the human resources, payroll and finance department to ensure leaves are communicated to the District Principal and HR Manager, cost centers are accurately charged, absences / replacements are entered correctly, and verifies information when needed (i.e.: teacher pay increments, Teacher Regulation Branch fees authorized to be paid, Staffing for Ministry of Education forms, outside billing for Teacher-On-Call costs). In addition, the HR Administrative Assistant- Dispatcher-Teachers communicates information to Principals and other Departments about TOC replacements and optimal dates for workshop planning in a professional and courteous manner.

The work is self-directed between 6:30am and 8:30am, with exceptions brought to the attention of the HR Manager or District Principal for direction. Duties are completed through the application of detailed documentation practices, within the limits of the collective agreement. The work is self-reviewed and periodically reviewed by others for the quality of service provided, appropriate application of policies, procedures and regulations, and adherence to established standards of performance.

SPECIFIC ACCOUNTABILITIES:

• Dispatching Teachers-On-Call out to schools for absent teachers that the automated dispatch system has not replaced; backs up the Human Resources Dispatcher I when needed.

• Managing absence coverage shortages, including using professional judgement to redeploy casual employees to ensure most essential positions have coverage.

• Processing comments entered into the absence system at the school sites, ensuring system data is accurate and current so that the automated dispatch system can be fully utilized.

• Running audit reports to verify information is accurate.

• Processing approved Leave of Absence forms, applying collective agreement language and following a detailed process ensures the correct absence code is applied, absence data and cost centers are accurately entered, and proper paperwork is provided to finance and payroll for 3rd party billing

• Assisting the payroll department to ensure absence information is accurate for processing payroll. This can include verifying information for teacher pay increments, providing information for District paid Teacher Regulation Branch fees, Ministry of Education staffing information, outside billing for Teacher-On-Call costs.

• Supporting teachers who are sick or on long term leaves by administering the detailed process outlined for each leave. This includes communicating to the District Principal and HR Manager about such leaves and following up with employees during the summer to advise which leaves will continue into a new school year so that staffing can be arranged.

• Tracking when a Teacher-on-Call has been at a position for 19 days and advising the District Principal or HR Manager accordingly.

• Providing new teachers forms to port seniority and sick time; upon return of the form, enters the information into the HRIS.

• Creating teacher contracts and mail merge letters such as layoff letters; Extracting data and running reports and staffing lists, completing information for FOIPPA requests.

• Tracking coverage shortages weekly and advising if recruitment is required with either the HR Manager or District Principal.

• Other Human Resources duties as needed, such as reception relief, picture ID’s, reference checks.

• Participating in staff meetings as requested and performing all such other duties as may be assigned

by the Principal or designate.

QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES:

Grade 12 diploma, or equivalent, supplemented by graduation from a related business program of 1

year. A minimum of 2 years of administrative experience and 2 current years of human resources

experience is also required. A valid Class 5 BC Driver’s License. As well, incumbents also require the

following:

• Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs;

• Proven ability to determine, judge and select appropriate courses of action in accordance with established policies and procedures;

• Understanding and awareness of cultural diversity;

• Proven ability to multi-task, prioritize, self-motivate, and meet deadlines;

• Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner;

• Proven ability to establish and maintain positive, effective work relationships in a team environment at all times;

• Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District;

• Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others;

• Ability to be flexible, adaptable and resilient to change;

• Ability to explain complex or simple instructions or information clearly to others;

• Proven interpersonal skills and the ability to serve the School District’s employees in a supportive role, professionally representing the Human Resource reputation in both service and relation;

• Attention to detail including proven ability to provide highly accurate data entry.

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