Human Resources Administrator (temporary, up to 12 months)

Utilities Kingston; Kingston; On-site; CAD 42,000 - 62,000; Full time

Job summary

Utilities Kingston is seeking an HR Administrator to provide comprehensive administrative support across the employee lifecycle in Kingston, Ontario. You will maintain confidential records, process lifecycle transactions, coordinate recruitment, onboarding, benefits and payroll documentation, and support audits and HR projects.

The role requires strong communication, attention to detail, MS Office and HRIS knowledge with the ability to handle confidential information discreetly and manage

Qualifications

• Undergraduate diploma/degree in Human Resources, Business Administration or related discipline.
• 1 year working in an office environment; HR experience preferred.
• Intermediate knowledge of HRIS platforms and related HR principles.

Responsibilities

• Maintain accurate and confidential employee records within the HRIS and employee files, ensuring data integrity and compliance with organizational and legislative requirements.
• Process employee lifecycle transactions including hires, transfers, promotions, leaves of absence, return to work and terminations and prepare related employment documentation and correspondence on a timely basis.
• Coordinate document retention and records management in accordance with departmental processes and legislative requirements and support audits by maintaining accurate documentation.
• Prepare HR statistics, organizational charts, meeting minutes and other administrative documentation and coordinate meetings, training sessions and related presentations.
• Coordinate recruitment administration, including posting positions, scheduling interviews, preparing interview materials and maintaining applicant tracking records.
• Prepare employment offers and onboarding documentation and coordinate pre‑employment requirements.
• Facilitate onboarding and orientation activities for new, student and temporary employees and follow‑up to ensure a positive experience.
• Administer employee benefits, pension and payroll‑related documentation, including enrolments, changes and terminations, liaising with providers to resolve routine inquiries.
• Prepare HR reports and workforce metrics and identify opportunities to improve administrative processes and workflows.
• Support HR projects, policy updates and process improvement initiatives.

Skills

Communication skills

Attention to detail

MS Office

SharePoint

Organizational skills

Confidentiality

PeopleSoft (HRIS)

Education

HR/Business degree

Tools

PeopleSoft

Job description

The Human Resources Administrator provides comprehensive administrative and operational support across the employee lifecycle, ensuring accurate, timely and confidential administration of employee information and HR processes. Serving as a key point of contact for employees, managers and external stakeholders, this role combines strong attention to detail and effective coordination to deliver a responsive, positive employee experience.

Major Responsibilities:

1. Maintain accurate and confidential employee records within the HRIS and employee files, ensuring data integrity and compliance with organizational and legislative requirements.

2. Process employee lifecycle transactions including hires, transfers, promotions, leaves of absence, return to work and terminations and prepare related employment documentation and correspondence on a timely basis.

3. Coordinate document retention and records management in accordance with departmental processes and legislative requirements and support audits by maintaining accurate documentation.

4. Prepare HR statistics, organizational charts, meeting minutes and other administrative documentation and coordinate meetings, training sessions and related presentations.

5. Coordinate recruitment administration, including posting positions, scheduling interviews, preparing interview materials and maintaining applicant tracking records.

6. Prepare employment offers and onboarding documentation and coordinate pre‑employment requirements.

7. Facilitate onboarding and orientation activities for new, student and temporary employees and follow‑up to ensure a positive experience.

8. Administer employee benefits, pension and payroll‑related documentation, including enrolments, changes and terminations, liaising with providers to resolve routine inquiries.

9. Prepare HR reports and workforce metrics and identify opportunities to improve administrative processes and workflows.

10. Support HR projects, policy updates and process improvement initiatives.

Education, Certification and Other Qualifications Required

Skills and Abilities:

• Advanced verbal and written communication skills
• Advanced attention to detail and accuracy
• Intermediate proficiency with MS Office & SharePoint
• Intermediate organizational skills with the ability to manage multiple priorities
• Ability to manage confidential information with professionalism and discretion

Knowledge:

• Intermediate knowledge of PeopleSoft or other HRIS platforms
• Basic knowledge of Human Resource principles and practices
• Basic knowledge of the Employment Standards Act, 2000 and Accessibility for Ontarians with Disabilities Act requirements
• Basic knowledge of Occupational Health and Safety requirements as it relates to individuals, the organization and operational requirements.

Experience:

• Undergraduate diploma/degree in Human Resources, Business Administration or related discipline
• 1 year working in an office environment, previous experience in HR preferred