HR Services Representative - Calgary

at  Calgary Board of Education

EDUCATION AND EXPERIENCE

• Post-Secondary certificate in Business or Human Resources. Equivalent combination of education, experience and training may be considered.
• A minimum of two years progressively more responsible related experience in a large multi-union organization.
• Demonstrated knowledge and application of integrated human resources information systems, like PeopleSoft.
• Equivalent combinations of directly related education and directly related experience may be considered.

DEMONSTRATED SKILLS AND COMPETENCIES

• Quality of judgment - Contribute to the achievement of strategic outcomes as they relate to the service unit or department’s objectives. Decisions or recommendations reflect a balance of high professional standards and best practices.
• Professional currency - Stays up to date in related field and is able to apply innovative solutions as appropriate.
• Effective cross functional teamwork - Ability to achieve progress and results related to strategic initiatives, continuous improvement, bargaining outcomes, etc.
• Communication Skills - Excellent communication, including writing, presenting and active listening skills. Comfortable dealing with confrontation and diffusing conflict without alienating others.
• Technical Competence - Knowledge of Microsoft software applications and familiarity with functionality and operations of PeopleSoft or other full service HRMS technologies.
• Customer Service Orientation - Results driven, while being aware of and responsive to client needs and requests. Ability to manage expectations, prioritize work requests and communicate effectively.
• Data Integrity - Strength in data analysis with attention to detail.
• Time Management - Demonstrated ability to work effectively in a team orientated work setting of high volume workloads with multiple, tight and demanding timelines.
• Personal suitability.

WHAT DOES THIS ROLE LOOK LIKE?

The purpose of this job is to administer and process total compensation elements and employee life events which includes, but is not limited to; salary / wages, benefits, resignations and retirements. This job also serves as a point of contact, resource and support to all Calgary Board of Education (CBE) employees, retirees and corporate service units to answer questions/respond to issues and problem solving in accordance with total compensation programs and other employment provisions and procedures provided through CBE Administrative Regulations, CBE and HR policies & procedures, collective agreements and provincial and federal legislation.
The CBE understands the future of work is flexible. In this role, you are eligible to participate in a flexible work program that allows you to work remotely for up to three days a week. A minimum of two days must be in the office. At certain times, you maybe be required to work in the office more then 2 days per week based on operational requirements.

THIS JOB IS ACCOUNTABLE FOR:

• Supporting employees by verifying information, investigating and responding to questions based on knowledge and resources available and seeking second level support when required. This also includes directing employees to utilize the resources available to them to build their own understanding of their total compensation program and employment provisions.
• Ensuring the accurate processing of employee HR data in PeopleSoft, which includes administration of salary, benefits, health spending account, pension, payroll deductions, resignations and retirements.
• Providing feedback to members of the Employee Contact Centre, Payroll Administration as well as other work units within the Human Resources team to maintain congruency, consistency and connectedness of HR administrative services.
• Building positive, productive relationships with co-workers and stakeholders and transferring knowledge and skills to others, mentoring colleagues and subordinates based on own expertise. Educating, training, and providing support to temporary employees when applicable.
• Resolving issues in a timely and efficient manner with a strong emphasis on customer service responses and system data integrity. This job must participate collaboratively towards positive team productivity and outcomes and must ensure a strict level of confidentiality in all Human Resource matters in compliance with the Freedom of Information and protection of Privacy (FOIP) legislation and HR ethics.

WHAT YOU WILL DO.

• In accordance with business processes, ensures timely and accurate processing of HR data related transactions that support salary, benefits, pension, lay-offs, accrual banks, terminations, resignations and retirement provisions. This also includes but not limited to data related transaction driven from applicable changes/additions in collective agreement provisions, HR policy changes and corrections required from completing data integrity checks.
• Updates and maintains commitment accounting information as approved by Corporate Finance and Position Management. Liaises with various stakeholders in validating accuracy of information and problem solving.
• Adheres to procedures and processes determined by HR leadership to ensure consistency of internal processes and information disseminated to employees. Works closely with all Human Resources service units in developing and enhancing services to employees. Recommends changes to the Supervisor regarding human resources practices, procedures, collective agreements and policies that will improve service delivery to employees. Works to support the Supervisor when issues are identified with the intent of acknowledging and implementing solutions.
• Processes FTE / Weekly Hours of Work reductions or increases in line with Collective Agreements, Terms and Conditions of Employment for Exempt Employees. Liaises with Managers and Principals to clarify HR processes and policies to ensure all changes are compliant.
• Verifies eligibility and processes benefits costing, Blue Cross enrolments and updates, terminations, service gratuities and retirement allowances. Confirms retirement monies payable (TD2) for retiring/terminating employees to roll monies into RRSP and prepares disbursement voucher for payment. Administers reconciliations of employee benefit enrolment data and leave bank accruals.
• Calculates benefit premiums cost sharing for retired employees. Notifies retired employees of the cost and collects the necessary documents to authorize payment of benefits. Ensures the benefit set-up is correct in the system for retired employees for accurate assessment of claim submission.
• Updates benefit correspondence and documentation distributed to all employee groups. Prepares the appropriate benefit package and forms depending on the employment status and employee group. Sends advanced notification to retired employees turning 65 to inform them of benefits and life insurance end dates. Sends correspondence to the retired employees for enrolment in the paid up insurance policy. Provides up-to-date information to benefit and pension carriers to align their records accordingly.
• Administers and processes death claims and serves as a liaison between the insurance provider and the family of the deceased employee. Explains benefit entitlement to family members and assists in completing the necessary documentation for indemnification.
• Completes forms from insurance agencies and/or lawyers for employees involved in claims litigation. Researches employee records to summarize salary and absences information related to the claim. Requires proper authorization from the employee for the release of all personal information pertaining to salary and absence information.
• Participates in special projects as a resource (i.e., system upgrades, business process improvement initiatives, user acceptance testing and documentation of new and existing processes).
• Performs other related responsibilities as assigned to meet the purpose and accountabilities of the role.