Human Resources Assistant (HRA)

M'Chigeeng First Nation; M’Chigeeng; On-site; CAD 51,000 - 63,000; Full time

Job summary

M’Chigeeng First Nation Administration is seeking a Human Resources Assistant to provide essential administrative support to the HR Manager. The HRA will assist with recruitment, onboarding/offboarding, HRIS data entry, and payroll-related data collection to maintain accurate employee records.

The role involves coordinating HR projects, preparing screening packages, responding to HR inquiries, and ensuring timely completion of onboarding/offboarding documentation.

Qualifications

• Diploma in human resource management, office administration or business administration; related discipline

Responsibilities

• Assist with day-to-day HR operations
• Provide clerical and administrative support to HR Manager
• Maintain employee records (hard & electronic)
• Support payroll data collection and processing
• Coordinate HR projects and record minutes
• Maintain HRIS and personnel files
• Produce HR activity reports (vacancies, hires, etc.)
• Coordinate recruitment and interview packages
• Respond to HR inquiries and triage to HR/Finance
• Ensure onboarding and offboarding documentation is complete
• Assist in candidate communications and interview scheduling
• Assist with candidate background checks
• Audit HR and personnel files
• Assist in distribution of new job descriptions and updated HR docs
• Participate in HR projects to improve processes
• Monitor probation and performance appraisals
• Maintain service recognition database and related feedback
• Promote EFAP and cultural supports
• Assist with trainings and employee engagement events
• Maintain HR database accuracy and keep HR forms updated
• Track training and training reports
• Prepare for recruitment activities and coordinate communication
• Gain knowledge of Canada Labour Code and provincial acts

Skills

Confidentiality

Communication

Organization

Team collaboration

Problem solving

Driver's license

Education

Diploma in HR/Office Admin/Business Admin

Tools

Word processing

Spreadsheets

Database applications

Job description

Human Resources Assistant (HRA)

Department: Administration

Classification/Level: CA5 $51, 480- $62, 920

Employment Status: Full-Time Regular

Position Summary:

The Human Resources Assistant (HRA) is primarily responsible for providing administrative support to the Human Resources Manager. The HRA will assist with the 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 offboarding. The HRA will also assist with the employee human resource information system and the information input and accuracy into the time management system.

Reporting Relationship

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

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

Job Category: Administration

Postal Code: P0P 1G0

Job Location: Administration Office

Salary: CA-5 ($51 480.00 – $62 920.00)