Parks Staffing Administrator

at  City of Calgary

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life.
The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.

As a Parks Staffing Administrator, you will provide support for the Workforce Management Office using high attention to detail to track, document and update records in compliance with collective agreement rules as well as corporate policy and procedures. These reports are used to determine staffing assignments, recall information, layoff order and shift preference in conjunction with the Workforce Management Lead on behalf of Parks Operations. Primary duties include:

• Build and update multiple complex tracking sheets, verify and cross check information from various sources to ensure documentation records are correct.
• Ensure adherence to union agreements, city policies and procedures as it pertains to the Parks Staffing Office.
• Perform records management in accordance of City policy, of official records and transitory documents (electronic and hard copy files) including auditing of files/information.
• Update seniority documentation in various documentation reflective of cross-checking multiple reports and verifying information.
• Process internal recruitment documentation, screening and tracking of applications, scheduling, creating of draft postings and interview guides for both the Lead and hiring manager(s).
• Support the Workforce Management Lead to successfully manage the administration of recall and hire for approximately 300-500 Seasonal staff.
• Facilitate layoff process of seasonal staff including creating layoff letters, liaising with leaders on needs, confirming numbers and updating the Lead as required.
• Take meeting minutes documenting action items and decision points.
• Create or update communication material and documentation of procedures and/or process within the staffing office, including maintaining and updating manuals and employee handbooks.
• Liaise with Subject Matter Experts to ensure documentation is reflective of current processes or policy.
• Create metrics, reports and analyzing data.
• Liaise and respond to questions from Parks leaders or employees as it pertains to recall, layoff, or recruitment activities.
• Provide administrative support in areas such as updating contact lists, mail/courier distribution, catering and facility bookings, purchasing supplies.

QUALIFICATIONS

• A completed 1 year certificate in Human Resources, Administrative Assistant or a closely related field is required.
• At least 2 years of related experience as outlined above in Recruitment, HR function or administrative assistant role.
• A valid Class 5 Driver’s License (or provincial equivalent) and the use of a personal vehicle for work to access remote work sites is required.
• Intermediate proficiency in MS Office (Outlook, Excel, Word and PowerPoint) is required.
• Previous experience working and supporting a unionized environment and understanding collective agreements will be considered an asset.
• Experience in parks or landscape maintenance, construction, or labour industry will also be considered an asset.
• Competencies for this position include attention to detail, customer focus, excellent communication skills, and strong planning and organizing skills. The successful candidate will have the ability to multitask while maintaining accuracy and determine strategies for competing priorities.

PRE-EMPLOYMENT REQUIREMENTS

• Successful applicants must provide proof of qualifications.
  Workstyle: This position may be eligible to work from home for at least part of the time as one of several flexible work options available to City employees. These arrangements depend on the operational requirements of the role, employee suitability, and are subject to change based on operational needs and corporate direction.
  Union: CUPE Local 38
  Business Unit: Parks & Open Spaces
  Position Type: 1 Temporary (up to 14 months)
  Location: 905 30 Avenue NW
  Compensation: Pay Grade 6 $33.29 - 44.52 per hour (2025 Rates)
  Days of Work: This position works a 5 day
  work week with 1 day off in each 3 week cycle.
  Hours of work: Standard 35 hour work week
  Audience: Internal/External
  Apply By: February 5, 2025
  Job ID #: 311335

• Build and update multiple complex tracking sheets, verify and cross check information from various sources to ensure documentation records are correct.
• Ensure adherence to union agreements, city policies and procedures as it pertains to the Parks Staffing Office.
• Perform records management in accordance of City policy, of official records and transitory documents (electronic and hard copy files) including auditing of files/information.
• Update seniority documentation in various documentation reflective of cross-checking multiple reports and verifying information.
• Process internal recruitment documentation, screening and tracking of applications, scheduling, creating of draft postings and interview guides for both the Lead and hiring manager(s).
• Support the Workforce Management Lead to successfully manage the administration of recall and hire for approximately 300-500 Seasonal staff.
• Facilitate layoff process of seasonal staff including creating layoff letters, liaising with leaders on needs, confirming numbers and updating the Lead as required.
• Take meeting minutes documenting action items and decision points.
• Create or update communication material and documentation of procedures and/or process within the staffing office, including maintaining and updating manuals and employee handbooks.
• Liaise with Subject Matter Experts to ensure documentation is reflective of current processes or policy.
• Create metrics, reports and analyzing data.
• Liaise and respond to questions from Parks leaders or employees as it pertains to recall, layoff, or recruitment activities.
• Provide administrative support in areas such as updating contact lists, mail/courier distribution, catering and facility bookings, purchasing supplies