Human Resources Assistant

JOB SUMMARY:
The Human Resources (HR) Assistant will report to the Director, Human Resources, and work with the HR Associate to make Algoma Family Services the best place to work. The HR Assistant plays a strategic and integral role in the support of all employees by ensuring HR processes and policies are easy to access, understand, and navigate. In collaboration with the HR Associate, the HR Assistant will assist in the coordination of recruitment, training, onboarding, administration, and record keeping. In addition to this role, the HR Assistant will provide administrative support to the leadership team when required. The ideal candidate will possess excellent people skills, strong attention to detail, well-established organizational skills, technological savvy, and a strong commitment to continuous improvement.

MINIMUM EDUCATION

• Administrative Assistant diploma with a specialization in Human Resources from an accredited post-secondary institution.

MINIMUM EXPERIENCE

• A minimum of two (2) years of experience in an administrative role with:
  • HR experience in a unionized work environment.
  • Working with Collective Agreements specific to the referencing of articles, employee entitlements, and consultation with finance on pay and benefit adjustments.
  • Recruitment in the context of scheduling interviews, completing references and assisting with the onboarding of employees.
  • Managing confidential information.
  • HRIS and payroll systems.
  • Word processing

QUALIFICATIONS:

• Working knowledge and understanding of policies and procedures, Collective Agreements, and related government legislative requirements (i.e. Occupational Health and Safety Act, ESA, Canada Revenue, etc.) is required.
• Knowledge and understanding of privacy legislation such as PHIPA.
• Knowledge of employment and compensation systems (HRIS), pay and benefits administration, policies/procedures, recruitment, staff orientation, and record maintenance.
• Technologically savvy and skilled in the use of smartphones, tablets, laptops and other work communication tools.
• Proficiency in the use of computers and a variety of software applications (e.g., Microsoft Word, Outlook, PowerPoint, Excel, Publisher, Adobe, etc.).
• Excellent written and oral communication skills.
• Highly developed interpersonal skills.
• Tact and diplomacy.
• Ability to complete tasks efficiently and accurately, with minimal supervision.
• Ability to take meeting minutes accurately and efficientlyAnalytical skills to deal with and recommend a resolution to a variety of human resources/payroll management issues.
• Certification or training in Diversity, Equity, and Inclusion, with preferences for candidates that have cultural competence training.
• Ability to provide services in both official languages (English/French) is considered an asset.
• Available to work flexible hours, including evenings and occasional weekends, if required.
• Full COVID-19 Vaccination.

DUTIES AND RESPONSIBILITES:
1. Maintain the confidentiality and privacy of staff, clients and their information at all times as per agency policies and procedures.
2. Carry out day-to-day clerical functions, as required, to support our HR services/programs at AFS such as typing, faxing and photocopying, maintaining office supplies, data entry, file maintenance, and providing backup to the HR Coordinator and the Executive Assistant as required.
3. Creating/formatting/updating job descriptions, creating job postings and posting to appropriate job boards etc.
4. Direct calls to appropriate staff, as required. Make calls as directed and assist with appointment scheduling as required.
5. Ensure necessary documentation and materials are prepared and forwarded in a timely fashion to Reception for Canada Post or Purolator delivery.
6. Maintain the privacy and confidentiality of personal health information contained in AFS files. Ensure files are well-organized and up-to-date filing systems (both electronic and hard copy), as required.
7. Coordinate and prepare meetings and in–house training events, including:
a. preparing agendas and minutes
b. assisting with meetings logistics, and
c. scheduling in-house meeting rooms.
8. Actively participate as a team member in conjunction with agency staff, and in particular, with fellow finance and administrative staff. Further,
a. attend team meetings,
b. attend agency staff meetings, and
c. participate on agency committees.
9. Participate in special projects, from time to time, as required.
10.Take initiative in developing a personal professional development plan.
11.Assume other responsibilities as assigned from time to time.