PEOPLE SERVICES ASSISTANT

City of Toronto; Toronto; On-site; CAD 46,000 - 77,000; Full time

Job summary

City of Toronto is seeking an organized HR administrative professional to support the Toronto Shelter and Support Services Division. You will handle HR forms, correspondence, records, and reporting while ensuring confidentiality.

Responsibilities include supporting recruitment, training coordination, and data analysis to forecast workforce trends. The role requires strong MS Office skills and experience with HRIS systems.

Qualifications

• Post-secondary education in HR, Business Administration, or equivalent.

Responsibilities

• Provide administrative support for HR-related activities including changes, payroll forms, letters, reports, and records.
• Prepare and present data reports and graphs for divisional management.
• Support recruitment activities, interviews scheduling, and document preparation.
• Coordinate divisional training activities and manage registrations.
• Maintain training tracking system and develop online training materials.

Skills

Attention to detail

Organizational skills

Communication skills

Problem solving

Independent judgement

Planning and coordination

Education

Post-secondary education in HR/Business Administration

Tools

SAP

SuccessFactors

MS Office

Job description

Select how often (in days) to receive an alert: Create Alert

• Division & Section: Toronto Shelter and Support Services Division, Program Support
• Job Type & Duration: Full-Time, Temporary (12 months)

Salary Range: $46,455 – $77,455

• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 24-Aug-2026 to 8-Sept-2026

Please Note: Candidates who previously applied to Job ID:63615 will not be reconsidered.

As a member of the People Services Unit for the Toronto Shelter and Support Services Division, you will provide administrative support in the delivery of high-quality Human Resources services.

Major Responsibilities:

• Provides administrative support in Human Resource (HR) related activities such as organizational change requests, complement management maintenance, HR/payroll related forms, letters, reports, maintaining and archiving files, as well as creating/sending correspondence
• Compiles, maintains, and tracks data from various internal sources and assists with analysis and forecasting to identify trends in divisional workforce statistical data (vacancies, workforce KPI's, etc.). Prepares summary reports and graphs for divisional management.
• Supports recruitment activity related to hiring and divisional Expressions of Interests including scheduling and confirming interviews, securing interview rooms, preparing letters/forms, organizing, and printing materials/packages
• Supports divisional training activities and associated administrative and logistical requirements(e.g. securing rooms, sending invitations/receiving confirmations, printing training materials, etc.)
• Maintains and enhances divisional training registration and tracking system (ELI) and supports the development of online training
• Coordinates the division's Police Reference Check Program by scheduling meetings with candidates, providing and explaining associated forms, verifying information, maintaining PRC related records, undertaking audits, and upholding the confidentiality of candidate information
• Receives, verifies and confirms receipt of internal divisional transfer requests
• Edits, formats and prepares visual presentations, briefing materials and other related documentation
• Supports the maintenance of the division's position complement/organizational structure and submits requests for staff for approval through SuccessFactors
• Assists with the development of policies and procedures by conducting research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government
• Responds/forwards inquiries from internal staff (divisional and other City staff), external stakeholders, and the public in a diplomatic and efficient manner. Maintains strict confidentiality of information and records
• Works independently and within a team providing a range of administration, coordination and project support within tight timeframes
• Retrieves information from various electronic systems and manual files and responds to employee and client inquires
• Creates and maintains electronic and hardcopy files, spreadsheets, and databases; ensuring records are maintained in accordance with Corporate and Divisional policies and retention periods
• Performs specialized administrative duties to support the Manager

Key Qualifications:

• Post-secondary education in a related discipline (i.e. Human Resources, Business Administration, etc.) or an equivalent combination of education and experience.
• Considerable experience providing Human Resources related administrative support to a team of professionals in a multi-disciplinary environment.
• Considerable experience preparing reports, spreadsheets, correspondence and presentation material using Microsoft Office (i.e. MS Word, Excel, PowerPoint) and accessing information/reports using automated Payroll / HRIS systems (i.e. SAP, SuccessFactors).
• Experience developing and implementing administrative work procedures and processes.
• Knowledge of and ability to apply HR related policies, procedures, collective agreements, and employment legislation (i.e. Employment Standards Act, Human Rights Code, Occupational Health & Safety Act etc.).
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
• Ability to take initiative and to plan, organize, and coordinate projects/assignments.8.
• Ability to track and maintain complement reports.
• Excellent organizational skills and attention to detail, with the ability to be flexible and work effectively within time constraints and competing priorities in a fast-paced environment.
• Excellent research and problem-solving skills with the ability to compile and analyze data for management decision making.
• Excellent customer service and interpersonal skills coupled with the ability to deal effectively with all levels of staff and the general public in a variety of situations.
• Effective communication skills with the ability to draft correspondence and reports relating to divisional Human Resource matters.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .