Administrative Assistant to Human Resources Department

Job title: Administrative Assistant to Human Resources Department
Posted on: January 23, 2024
Job Description:

The Administrative Assistant to the Human Resources Department is focused on providing highly confidential administrative support services and answering a variety of employee inquiries related to Human Resources. This position also provides administrative services to various Human Resources related functions, projects and ongoing tasks associated with Recruitment and Selection, Training and Development, Benefits, Performance Management, Rewards and Recognition. In addition, the position oversees the mail, calendars, documents files and other resources for the Human Resources Office.
• Respond to basic and general human resources telephone and written enquiries from staff and the general public and direct enquiries to others where necessary.
•Prepare outgoing mail, faxes, and courier shipments.
•Provide administrative office support: meeting room reservations, catering requirements, photocopying/fax machine, document scanning and videoconferencing, liaising with providers
• Maintain inventory of human resources office supplies and arrange for supplies as required
• Draft, track, process, verify, register, update, proofread, maintain, submit through adobe sign (where necessary) and manually and/or electronically file assigned documentation relating to human resources activities, in accordance with established systems, procedures and schedules, using computerized (HRIS) and manual processing systems; follow up on missing and incomplete data
• Schedule and coordinate meetings through Outlook, prepare agendas and take meeting minutes as assigned by the Human Resources Manager
• Support department staff administratively with EScribe submissions
•Support department staff with travel and accommodation arrangements
• Assist administratively with the recruitment process (arrange for advertising or posting of job vacancies, schedule interviews, assist in screening and rating of job applicants, notify applicants, conduct reference checks, schedule and assist with employee orientations, preparation of job offers)
• Assign, track and score employment tests and practical exercises
• Coordinate and assist with human resources and other community mailings (postings, announcements, updates, etc.)
• Assist with staff events (golf tournament, children’s Christmas party, awards banquet, policy retreats)
• Monitor employee attendance records and assist with statistical reporting
• Solicit and compile information for and assemble quarterly staff newsletter
• Research human resources related topics; administer, gather and summarize assigned employee and community feedback and surveys on human resources related issues
• Assist administratively with training and team building initiatives (Lunch & Learns, First Aid/CPR, etc.)
• Champion and support administratively on healthy workplace initiatives focusing on work/life balance and access to mental health supports
• Intake, process and respond to Employment Verification requests from staff
• Process periodic/annual staff acknowledgements (Offence Declaration Forms, Declarations, CDIQs, Policy Acknowledgements, Confidentiality Agreements, Assignment Completions, etc.)
• Assist the Human Resource Coordinators with HRIS support documentation verification where necessary
• Review details and confirm information on all forms received from managers and employees prior to processing; contact managers and employees for verification of information or for missing information
• Assist in the preparation and distribution of materials, including onboarding documents and benefits packages for regular hires
• Maintain a timely call/e-mail response system
• Index current, accurate, error free documentation (Policies and Procedures, forms, contracts, etc.) for targeted audiences and upload to HRIS where necessary
• Create and maintain comprehensive and accurate fillable forms and secure signatures through Adobe Sign where necessary
• Assist with the coordination of orientation sessions and support the data collection of documents for new employee, seasonal and student files.
•Recommend procedural changes to improve departmental administrative efficiency
•Support employee community care gift basket and other HR programs
•Data entry support in HRIS and other Human Resource software
•Verifying Council Timesheets/ESS Backup Paperwork following each payroll (based on EAC entries and approvals)

•Coordinate Employee Reimbursements (medical notes, background checks, etc.)
• Assist employees with voluntary pension withdrawals in consultation with Benefits Broker
• Coordinate, administer, track and submit for approvals through Adobe Sign where necessary, department purchase orders, expense reports, visa reconciliations and invoices
•Provide budget tracking and administration support to HR Manager

•Provide administrative support and backup to Human Resources Coordinators
•Provide backup reception coverage for Administration Reception
• Assist with Community and other department events (Pow-Wow, National Indigenous Peoples Day etc.) if time allows
•Special projects, assigned tasks and additional regular duties as assigned

Monday to Thursday – 8:30 a.m. to 4:30 p.m.; Friday 8:30 a.m. to 1:00 p.m.
Occasional evening and/or weekend work may be required to meet operational needs.

For more information or to apply, please email or text 905-261-3895. Leave a detailed message with your name, phone number, and the position you are interested in and someone from our team will get back to you as soon as possible!

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Employment Type:
Field of Work: Office/Clerical
Required skills:

•Post-Secondary Diploma in Office Administration or related area or equivalent combination of education and experience.
•Minimum 3 years previous experience working within a Human Resources related administrative support function required and 5 years of total work experience
•Demonstrated knowledge of human resources functions and cycles
•Demonstrated advanced skills in Microsoft Office applications including Outlook, Word, Excel and PowerPoint required
•Familiar with office machines including computers, photocopiers, fax machines, phone systems and postage machine
•Demonstrated well-developed oral and written communication skills
•Demonstrated ability to multi-task with a proven ability to meet tight deadlines
•Able to work independently with minimal supervision and as a team member
•Keyboarding 50 words/minute
•Knowledge of financial processes (invoicing, purchase orders, etc.)
•Knowledge of Privacy legislation
•Self-directed with excellent organizational skills
•Superior interpersonal skills
•Demonstrates tact and diplomacy and ensures confidentiality is maintained
•Demonstrates a high degree of initiative and problem solving with keen attention to detail
•Ability to apply sound judgment to a variety of situations
•Valid driver’s license and $1M liability insurance
•CPIC and VSS acceptable to position upon conditional offer
•Knowledge and understanding of Indigenous culture, traditions, teachings, community dynamics
•Knowledge of legislation governing First Nations
•Post secondary HR education and/or working towards designation in Human Resources (CHRP, CIHRP)
•WHMIS, H&S and Canada Labour Code Certification
•Work experience in a Human Resources capacity
•Experience in Human Resources Information Systems (HRIS)
•Experience with Event Coordination
•Knowledge of Employment Standards, Health and Safety and Human Rights Legislation
•Exposure/Experience with HR Downloads, EScribe, Scout Recruitment Software

Company information

Company Name: MSIFN
Contact Name: Merridy Curtis
City: Scugog
Telephone: 905-985-3337 Ext. 242
Additional information:

Applications must be submitted online via our website:
Or through the direct link:
Complete an application online and include resume and cover letter.
Deadline: January 23, 2024

Apply Online URL:
Prefered method of contact: Apply Online URL