Human Resources Assistant

M'Chigeeng First Nation; M’Chigeeng; On-site; CAD 42,000 - 65,000; Full time

Job summary

M利’Chigeeng First Nation Administration is seeking a Human Resources Assistant to provide administrative support to the HR Manager and contribute to day-to-day HR operations. The role covers onboarding, payroll data collection, records maintenance, and HR project coordination.

The successful candidate will have a diploma in HRM/office admin, at least two years’ experience in a First Nation admin setting, strong computer skills, and a willingness to learn Anishinabemowin.

Qualifications

• Diploma in human resource management, office administration or business administration; related discipline
• Minimum of 2 years’ experience in relevant administrative position in a First Nation administrative capacity
• Experience in HR is an asset
• Highly computer literate with solid experience of word processing, spreadsheets, and database applications

Responsibilities

• Provide administrative support to the HR Manager and day-to-day HR tasks
• Assist with recruitment, onboarding, and off-boarding processes
• Maintain employee records (hard and electronic) and HRIS data
• Assist with payroll data collection (absences, leaves, etc.)
• Coordinate HR projects and record meeting minutes
• Prepare periodic HR reports (vacancies, hires, training, etc.)
• Support audit checks of HR files and compliance
• Ensure confidentiality and compliance with MFN policies

Skills

Organization skills

Verbal & written communication

Conflict management

Interpersonal skills

Leadership ability

Anishinabemowin language interest

Education

Diploma in HRM/Office Administration/Business Administration

Tools

Word processing

Spreadsheets

Database applications

Job description

Department: Administration

Classification/Level: CA5

Employment Status: Full-Time Regular

The Human Resources Assistant will be under the supervision of the Human Resources Manager.

Position Summary:

The Human Resources Assistant (HRA) is primarily responsible for providing administrative support to the Human Resources Manager. The HRA will assist with day-to-day tasks of the HR department and support a wide range of HR activities including administrative support, assistance with new recruitments, and other employee relations as it relates to onboarding and off boarding. As well as assistance with the employee human resource information system, and the information input and accuracy into the time management system.

Essential Functions

• Assist with the day-to-day operation of the HR functions
• Provide clerical and administrative support to the HR Manager
• Compile, update, and file employee records (hard and electronic copies)
• Assist with payroll by obtaining relevant data required (absences, leaves, etc.)
• Coordinate HR projects (meetings, trainings, surveys, etc.) and record minutes
• Maintain the employee electronic and hard copy personnel files by participating in HRIS systems, receiving and uploading all documents required to be obtained within the personnel files and required for pension and benefits enrollment
• Produce regular statistical reports on HR activities (vacancies, hires, staffing, WSIB accidents, LTD, training, screening, interviews, terminations), as requested
• Coordination of recruitment through completion of job postings, receiving and responding to employment inquiries and preparing screening and interview packages through coordination with the interview selection panels
• Responding to employee HR inquiries and triage items to the required HR/Finance team members
• Receive requests for completion of correspondence as requested by employees for supervisor’s review
• Ensure all on-boarding documentation of new employees along with off-boarding documentation completed and filed accordingly
• Assist with communication to candidates and schedule interviews accordingly
• Assist with candidate background checks
• Complete audit checklists of all HR and personnel files maintained and update accordingly
• Assist in the distribution of new job descriptions, interview templates and updating of HR documents with Department Managers
• Participate in HR projects with various team members as required relative to improving efficiencies and transition to new systems and/or processes
• Monitor and track probation, trial and annual performance appraisals systems for all employees
• Maintain a years of service database for employee recognition and provide feedback relative to employee recognition programs and supports
• Participate in communication and promotion of EFAP (Employee Family Assistance Program) and cultural supports available to employees
• Assist with planning, and/or coordinating work events such as employee engagement, training, etc.
• Maintain the Human Resource database system to ensure all HR documents are completed as required and HR forms and documents are updated in accordance with required timeframes
• Maintain other training databases that may be developed to track training and training reports are completed by staff upon completion of training
• Complete preparation for employee recruitment activities and participate within the opportunities to assist with communication of employment opportunities with MFN and external recruiting agencies
• Gain knowledge and understanding of the Canada Labour Code, Canadian Human Rights Act and Provincial Employee Standards Act

Other Duties:

• Assists with the coordination of Human Resources training activities and initiatives as required
• Assists with communication and planning initiatives with all staff as required
• Works closely in conjunction with the pension and benefit providers to ensure documentation is accurately maintained relative to onboarding and offboarding functions as required
• Completion of monthly, quarterly, and annual reports to the direct Supervisor as required
• Provides coverage to maintain continuity when HR Manager is away from the office
• Assists with gathering data for completion of various staffing reports to the Enaagdenjged or Chief and Council required
• Enrolls in administrative and professional development activities
• Ensure that the strictest of confidentiality and need to know level of confidentiality is maintained at all times.
• Understands and adheres to all MFN policies and procedures
• Other duties as assigned

Qualifications:

• Diploma in human resource management, office administration or business administration; related discipline
• Minimum of 2 years’ experience in relevant administrative position in a First Nation administrative capacity
• Previous experience in the human resource field is an asset
• Highly computer literate with solid experience of word processing, spreadsheets, and database applications
• Ability to speak Anishinabemowin is preferred or must have the willingness to learn
• Knowledge of the Anishinabek culture and traditions

Other Skills:

• High level of confidentiality and discretion
• Excellent verbal and written communication
• Excellent with conflict management
• Excellent interpersonal and leadership skills to establish and maintain rapport effectively with employees
• Strong organizational, communication and team skills
• Practice rooted in holistic, strengths-based, and person-centered approach
• Ability to engage in collaborative processes to assess strengths and needs of members and stakeholders
• Highly organized and pragmatic thinker with excellent problem-solving skills
• Awareness and understanding of pension and benefits plans would be an asset
• Ability to work flexible hours as required
• Knowledge of the M’Chigeeng First Nation community as well as the Anishinabek customs and traditions
• Must possess a valid driver’s license, access to a vehicle, and be willing to travel
• Ability to establish and maintain working relationships with a variety of stakeholders while upholding the integrity of MFN and its mandate to serve their members

Conditions of Employment:

Criminal Reference Check (CRC) Rationale: M’Chigeeng First Nation is in a position of trust to its band members and is committed to providing a safe and secure work environment. Applicants must have record clear and/or dated of convictions relating to fraud, drugs, assault and theft. The CRC must be current (30 days) and must be an Original. This will be required upon successful selection for the position.