Human Resources Assistant

The Corporation of the County of Lambton; Plympton-Wyoming; On-site; CAD 55,000 - 70,000; Full time

Job summary

A regional municipal government in Plympton-Wyoming is seeking a Human Resources Assistant to provide administrative support to the HR department. Responsibilities include managing employee files, assisting with the job evaluation process, and facilitating employee orientation. The ideal candidate will have a two-year diploma in Administration or Human Resources and experience in a municipal government setting. Proficiency in HRIS and Microsoft programs is preferred. This position offers the opportunity to contribute to various HR functions and enhance municipal services.

Qualifications

• Minimum of one to two years’ experience within a Human Resources department.
• General knowledge of Human Resources practices and policies.
• Experience in a unionized environment is preferred.

Responsibilities

• Provide general administrative assistance to the Human Resources department.
• Prepare and manage employee files and correspondence.
• Assist with the Job Evaluation process and maintain job descriptions.

Skills

Diplomacy

Tact

Communication skills

Presentation skills

Proficient in Microsoft programs

Education

Two-year Community College Diploma in Administration or Human Resources

Tools

HRIS

Payroll software

Job description

About Us

The County of Lambton is located in Southwestern Ontario, nestled along Lake Huron and the St. Clair River, next to the state of Michigan and is home to a diverse and welcoming population of approximately 128,000 residents. The Corporation of the County of Lambton is one of the area’s largest employers with approximately 1,300 employees. The County’s seven divisions deliver hundreds of services and programs to our residents, such as emergency medical services, provincial offences court, three long-term care homes, 25 library branches, three museums, an art gallery, archives, public works, public health services, social services, planning and building services. We are committed to sustainability, economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with our municipal and community partners.

The Role

The Human Resources Assistant position provides general administrative assistance to the Human Resources department and other departments as required. This role provides clerical, administrative, technical, and research functions for the Human Resources department in an efficient and effective manner.

Administrative/Clerical Duties

• Perform reception duties for the department, including processing incoming and outgoing mail on a daily basis and organizing and maintain the departmental filing system
• Prepare files (employee, medical, recruitment, grievance etc.) as needed
• Submit requisition forms to Finance for office supplies (stocked & special ordered items) and obtain prices on items required for the department (i.e. letterheads and business cards)
• Prepare union billing reports on wage recovery for employees on union business
• Manage the CIBC cash management on-line premium collections process related to accounts receivable/payable
• Organize and facilitate the County's Service Awards banquet as well as Corporate training workshops
• Coordinate periodic reviews of HR Corporate policies in conjunction with the Corporate Manager and the department
• Respond to inquiries from staff and outside organizations for employment information (i.e., prepare confirmation of employment letters)
• Process Accounts Payable for all invoices received in department and break down by cost centre
• Process Accounts Receivable/Cash Receipting invoicing for the HR Department (i.e., training, benefits premiums, etc.)
• Journal entries as directed by Corporate Manager, Human Resources and by the Finance Department
• Act as the departmental contact for Corporate Photo Identification Badges
• Prepare Letters of Offer via the HRIS as needed

Job Evaluation/Compensation

• Assist the Compensation Specialist throughout the Job Evaluation process by preparing and administering associated memos and correspondence
• Prepare, maintain and update job descriptions

Occupational Health And Safety

• Maintain health and safety statistics i.e.: site visits, audits, safety reviews, training, sessions, incidents (injuries, disabilities, near misses, lost time)
• Assist Health and Safety Consultant to provide health and safety orientation and on-boarding for new County employees
• Work with Health and Safety Consultant to maintain records for workers, supervisory/management regarding OHSA training
• Coordinate periodic review of Occupational Health and Safety policies in conjunction with the H&S Consultant

Corporate Recruitment

• Provide assistance to the Employee Services Coordinator by processing reference checks as assigned
• Act as a backup to the Employee Services Coordinator for recruitment when needed

Research/Report Preparation & Analysis

• Prepare, analyze and distribute seniority lists for all applicable unions as per the respective Collective Agreements
• Interpret collective agreement language related to seniority calculations
• Prepare updated seniority calculations for job postings

Employee Assistance Program (EAP)

• Handle all staff enquiries regarding the EAP and resources available
• Responsible for internal communication and marketing of EAP for County staff and partners, including e-mail notifications, maintaining EAP page on the intranet, running a booth at the employee picnic
• Participate on the County's Road to Wellness Committee and gather and present aggregate benefit/employee data to committee in order to plan for the year\'s wellness campaigns.

Employee Orientation Program

• Responsible to facilitate County of Lambton New Employee Orientation
• Prepare documentation required for New Employee Orientation.
• Conduct an annual review of new employee orientation materials in consultation with Health & Safety Consultant and Corporate Manager, Human Resources as a continuous quality improvement exercise.

HRIS

• Support end users in the use of HRIS
• Assist the HRIS Specialist to address/resolve HRIS tickets
• Develop and/or provide training to staff regarding HRIS functionality
• Participate in meetings with Core Project groups and department meetings that impact upon HRIS issues as required
• Responsible for data entry into the HRIS as required
• Assist the HRIS Specialist to maintain system integrity by ensuring accuracy and security of employee data
• Provide assistance by reviewing system updates from HRIS vendor before implementation
• Generate standard reports and assist with data analysis
• Support the HR department by coordinating the Learning Management System (LMS) functions for HR/corporate initiatives

General

• Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
• Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position\'s Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

Direct Supervision: None

Indirect Supervision: None

Functional Authority: None

What We Are Looking For

Minimum formal Education

• Two-year Community College Diploma in Administration, Human Resources or the like preferred
• Previous experience in municipal government preferred
• Equivalent experience will be considered

Experience

• One to two years’ experience within a Human Resources department
• General knowledge of Human Resources
• Experience working in a unionized environment
• Polished presentation skills
• Proficient in all Microsoft programs
• Previous experience with HRIS and Payroll software would be considered an asset
• Must possess diplomacy, tact and communication (verbal and written) skills
• Accounts payable/receivable experience would be considered an asset

Personal information required by County of Lambton job postings is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, 1990, CHAPTER M.56, as amended. The treatment, storage and handling of personal information is governed by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, CHAPTER M.56, as amended and will be used in reviewing applications. Questions about this collection should be directed to the Corporate Manager, Human Resources, County of Lambton, 789 Broadway Street, Box 3000, Wyoming, Ontario N0N 1T0. Phone [phone] or Toll-free at 1-866-324-6912.