Human Resources Divisional Assistant

City of Kitchener; Kitchener; On-site; CAD 56,000 - 71,000; Full time

Job summary

An established industry player is seeking a reliable and proactive Divisional Assistant to support their Human Resources division. This role is crucial for ensuring smooth operations and exceptional service within the HR team. You will be responsible for providing administrative support, managing communications, and overseeing financial responsibilities. With a focus on collaboration and organization, this position offers a unique opportunity to contribute to a positive work environment and engage with various stakeholders. If you thrive in a dynamic setting and are passionate about supporting HR initiatives, this role is perfect for you.

Qualifications

• Minimum 1 year of senior-level administrative support experience.
• Proficiency in Microsoft Office Suite and Adobe Suite preferred.

Responsibilities

• Provide confidential support to HR leadership, including scheduling and correspondence.
• Oversee front reception and manage calls to ensure a professional office environment.
• Administer payments, track purchase orders, and process invoices.

Skills

Exceptional communication

Time management

Organization

Attention to detail

Proficiency in Microsoft Office Suite

Adobe Suite

Education

Grade 12 Diploma

Post-secondary coursework

Tools

Microsoft Office Suite

Adobe Suite

Job description

Job Status: Permanent Full-Time

Pay & Grade: $56,357 to $70,444 Annually Grade: 6

Hours of Work: 35 Hours per week

Initial location: Kitchener City Hall

Posting period: April 24, 2025 to May 8, 2025 (at 6:00pm)

Overview

Reporting to the Director of Human Resources, the Divisional Assistant provides essential administrative, technical, financial, and office support for the HR division. This role ensures smooth operations, exceptional service for internal and external partners, and a positive work environment.

Responsibilities

Executive Administration

• Provide confidential support to HR leadership, including scheduling, calendar management, agenda preparation, correspondence, and expense tracking.
• Support HR-related committees and working groups by coordinating meetings, preparing materials, and handling communications.
• Assist in preparing capital and operating budget submissions, tracking variances, and liaising on financial planning

Office Administration

• Oversee front reception, greeting visitors, managing calls, and ensuring a professional office environment.
• Respond to inquiries, monitor general HR email inboxes, and coordinate office equipment, facilities requests, and supplies.
• Arrange divisional meetings, manage room bookings, and support corporate HR events and initiatives.
• Draft HR marketing materials and communications.
• Maintain records, coordinate Freedom of Information requests, and ensure compliance with retention schedules.

Technical & HR Administration

• Update and format Collective Agreements, track leave requests, and manage electronic databases.
• Maintain HR policies, coordinate updates, and facilitate approvals.
• Administer and review HR content on internal and external platforms, including websites and digital assets.
• Provide administrative support across HR teams, assisting during peak periods.

Health & Safety

• Administer safety programs, including footwear, prescription eyewear, and hearing tests.
• Schedule safety training sessions and maintain related records.

Learning & Development

• Support corporate training programs, including scheduling, logistics, and materials.
• Process agreements and paperwork related to training and corporate learning programs.
• Assist with HR-led development programs and events.

Financial Responsibilities

• Administer payments, track purchase orders, process invoices, and monitor operating and capital budgets
• Collaborate with the Director and Senior Financial Analyst to prepare annual capital and operating budget submissions in alignment with budget guidelines.
• Liaise with internal project leads on capital projects, providing expenditure updates and assisting with proposed capital close-outs.
• Reconcile divisional financial transactions, track expenses, and process invoices.
• Maintain purchase orders, vendor contracts, and budget updates.

Qualifications

• Education: Grade 12 Diploma and up to one year of post-secondary coursework.
• Experience: Minimum 1 year of senior-level administrative support, financial reconciliation, and calendar management.
• Skills: Exceptional communication, time management, organization, and attention to detail. Proficiency in Microsoft Office Suite; Adobe Suite preferred.

We’re looking for a reliable, proactive, and collaborative team player to support our HR division. If this role aligns with your skills and aspirations, we would love to hear from you.

Department/Division: Corporate Services, Human Resources

Group: Non-Union/Management

Competition Number: 2025-019

Job Code: 1208

Number of positions: 1

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