Human Resources Assistant - Administrative Support

at  City of Greater Sudbury

JOB DESCRIPTION

Section: Organizational Development, Safety, Wellness and Rehabilitation
Division: Human Resources and Organizational Development
Department: Corporate Services
Initial Reporting Location: Tom Davies Square
Job Status: Contract positions
Estimated Probable Duration: Six (6) months (with possibility of extension)
Affiliation: Non union
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range/Rate of Pay: Group 6 $2,011.80 to $2,370.90 bi-weekly (effective April 1, 2024)

EDUCATION AND TRAINING:

• Successful completion of Secondary School (Grade XII) Education, with some post Secondary Education preferably including Human Resources related courses.

EXPERIENCE:

• Minimum of two (2) years of responsible and related experience.
• Experience with PeopleSoft HCM applications considered an asset.

KNOWLEDGE OF:

• Highly competent in typing, taking dictation and transcription; demonstrate and proven ability related to microcomputer software and administrative systems (i.e. files maintenance, word processing, computerized spreadsheet applications, presentation software, website administration information input and retrieval).

ABILITIES TO:

• Handle multiple priorities and deadlines from multiple parties.
• Demonstrate organizational ability.
• Demonstrate skills and experience with minute-taking.
• Demonstrate interpersonal skills dealing with public, Employees, Councillors, outside groups and agencies.
• Perform in a fast-paced, multi-tasked and team environment with a demonstrated customer service focus.
• Demonstrate forward thinking and problem solving skills.

OTHER REQUIREMENTS:

• May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record and personal insurance coverage.

• Provide confidential administrative support and secretarial services to staff in the Human Resources Administration and the Organizational Development, Safety, Wellness and Rehabilitation Sections.
• Receive incoming telephone calls, visitors, public enquiries and mail as directed. Respond to routine Employee and public inquiries directing individuals to the proper authority for information.
• Compile and formulate Agendas for all Committee meetings (e.g. Joint Health and Safety Committees, Wellness Committees, etc.) for approval by appropriate staff, preparing necessary information for same (e.g. Accident Reports, etc.).
• Attend and take minutes of all Committees (e.g. Joint Health and Safety Committee, Wellness Committees, etc.), and other meetings as directed and distribute minutes accordingly.
• Responsible for tracking, producing and preparing the data required for the production of monthly Union Leaves of Employer paid and Union paid time, ensuring that the costs are charged back to the appropriate department and account number, and forward to the Finance Department for invoicing. Verify Union billing discrepancies, prepare correspondence to the Union and Finance Department regarding such discrepancies.
• Update the intranet site (e.g. post Bulletins, Notices, Policies, etc.) and maintain various Human Resources Management Systems to support initiatives (e.g. training, talent management, workplace inspection, etc.). Maintain training database (e.g. First Aid and CPR training, WHMIS training, etc.) as directed.
• Co-ordinate the registration process for Departmental Training Programs.
• Type various reports, manuals, policies and procedures, and ensure they are free of spelling and grammatical errors (e.g. monthly reports, action reports, statistics, etc.). Perform filing, duplicating and other clerical services for Sectional staff.
• Assist with the co-ordination of the Summer Student Program and annual Safety and Wellness Fairs.
• Maintain an effective filing and information retrieval system for the Department (e.g. files, statistics, training statistics, etc.). Establish, maintain and dispose of all Departmental files to archives and recommend retention or destruction of files, in accordance with CGS Policy, the Records Retention By-law and applicable legislation.
• Distribute publications and training materials (e.g. safety videos, Bulletins etc.), track and ensure that all material is returned and re-entered into the database.
• Compose, transcribe and type routine correspondence for staff of the Sections, completing necessary correspondence.
• Responsible for co-ordinating the Department’s office and First Aid supplies, and prepare orders for authorization as required.
• Assist other Employees in the Human Resources and Organizational Development Department in the performance of their duties during periods of overload, vacation, absence or as directed.
• Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required