Administrative Assistant, Employee Support Services

City of Brampton; Brampton; On-site; CAD 87,000; Full time

Job summary

A municipal government is seeking an Administrative Assistant for the Employee Support Services department. This role involves supporting payroll functions, handling customer inquiries, and managing various administrative responsibilities. Ideal candidates will have a post-secondary education in Office Administration and experience in payroll and administrative roles, particularly in a unionized environment. Strong organizational skills and proficiency in Microsoft Office are essential. The position is full-time and requires on-site work.

Qualifications

• Minimum two years of payroll and/or administrative experience.
• Experience in a unionized environment is a plus.
• Ability to work independently under deadlines.

Responsibilities

• Support payroll functions ensuring accuracy and timely submission.
• Respond promptly to customer inquiries.
• Analyze payroll data and suggest improvements.

Skills

Proficiency in Microsoft Office

Detail-oriented with strong numerical skills

Good communication skills

Customer service oriented

Education

Post-secondary certificate in Office Administration

Payroll certification

Tools

PeopleSoft HRMS

Hastus

Job description

Job Description

JOB TITLE: Administrative Assistant, Employee Support Services

DEPARTMENT: Transit

POSTING NUMBER: 106857

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35 hour workweek

LOCATION: On-Site – when working onsite, you will report to the Transit Clark Facility.

SALARY GRADE: 3

HIRING SALARY RANGE: $69,386.00 - $78,060.00 per annum

MAXIMUM OF SALARY RANGE: $86,733.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: July 25, 2025

CLOSING DATE: August 8, 2025

AREA OF RESPONSIBILITY:

This position supports the Coordinator, Employee Support Services in payroll and timekeeping for the Transit Division, ensuring administrative functions meet timelines and quality standards.

• Payroll Timekeeping and Scheduling
• Support all Transit payroll functions, ensuring accuracy and timely submission.
• Complete data entry and adjustments for Transit staff, collaborating with Payroll Services.
• Generate payroll reports, ensuring compliance with Collective Agreements and reconciliation needs.
• Identify and resolve payroll issues proactively.
• Follow City Policies and Collective Agreements in daily functions.
• Serve as primary contact for payroll matters in the absence of the Coordinator.
• Willingness to work extra hours as needed.

• Customer Service Tasks
• Respond promptly to inquiries, providing accurate and efficient assistance.
• Offer recommendations for operational improvements.
• Assist staff with procedural clarifications and collective agreement provisions.
• Manage inquiries, prioritize requests, and generate reports.

• Special Projects – Analysis and Tracking
• Support payroll and scheduling projects like Hastus and Workforce MyTime.
• Maintain payroll process maps, knowledge libraries, and off-cycle trackers.

• Database and Records Management
• Use databases to log and track information, meeting regulatory standards.
• Maintain confidential employee and departmental files.
• Track leave accruals and handle confidential inquiries.

• Support Process Improvement and Change Management
• Analyze payroll data to identify trends and suggest improvements.
• Guide staff on new payroll processes and draft SOPs.

• Human Resource, Administrative and Financial Support
• Maintain employee and payroll records.
• Ensure audit compliance and prepare union bills and invoices.
• Assist with pension and benefits inquiries.
• Support onboarding, offboarding, and job changes.

• Teamwork and Cooperation
• Contribute to a positive team environment.
• Represent payroll functions at meetings or events.
• Demonstrate corporate values and support training efforts.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary certificate in Office Administration or equivalent experience.
• Payroll certification is an asset.

EXPERIENCE:

• At least two years payroll and/or administrative experience, preferably in transportation.
• Previous payroll experience is an asset.
• Experience in a unionized environment, especially ATU, is a plus.

OTHER SKILLS AND ASSETS:

• Proficient in Microsoft Office and payroll systems like PeopleSoft HRMS and Hastus.
• Detail-oriented with strong numerical skills.
• Discreet, diplomatic, and judgmental.
• Organized with good communication skills.
• Capable of working independently under deadlines.
• Customer service oriented, able to resolve queries efficiently.

Various tests/exams may be part of the selection process.

#LI-Onsite

Interview: The recruitment process may include video conferencing.

This position is subject to evaluation under the Modernizing Job Evaluation project, which may change the salary rate. The Hybrid Work Model is also subject to change.

If interested, apply online with reference #106857 by August 8, 2025, and complete the attached questionnaire. Only shortlisted candidates will be contacted. A criminal record check is required for employment.

Applicants will be invited to complete a voluntary self-identification survey to support diversity and inclusion efforts. Participation is confidential and separate from employment files.

Communication during the process will be via email; ensure your contact details are current and checked regularly. For accommodations, contact [e-mail] or 905.874.2150, quoting the job ID#.