Telecommut
Temporary full time for approximately 12 months
Reporting to the Director of Human Resources, the Divisional Assistant is a key player in our HR team. This role involves providing essential office, administrative, technical, and financial support to the entire HR division. The Divisional Assistant also ensures that both internal and external customers and stakeholders receive top-notch service, helping to create a positive and efficient work environment.
Responsibilities
- Provides confidential administrative support to the Director, Human Resources and Manager, Employee Relations & Recruitment (including scheduling and coordinating confidential meetings, calendar management, agenda preparation, correspondence, expense tracking and submissions etc.).
- Works with Director and Finance to prepare capital and operating budget submissions for the following year according to budget guidelines. Reviews accounts, variances and revenue projections; liaises with internal project leads on capital projects to prepare expenditure updates and proposed capital close-outs.
- Provides front-reception coverage.
- Liaises with other internal services as required to support the division including arranging phones, computers and office equipment for new staff, ordering business cards, office supplies and initiating facilities management requests for service.
- Coordinates divisional meetings; organizes rotating Chair responsibilities, books meeting rooms, prepares and distributes agenda.
- Assists with research, report-writing and preparation and presentations as required.
- Administers and executes annual ‘Take Your Kids to Work Day’ event; promotes events to encourage participation, coordinates agenda and speakers, works with OD/Learning & Development team to ensure programming aligns with corporate goals.
- Updates Health and Safety posters, annually in Illustrator.
- Coordinates information collection for FOI requests for records.
- Updates and formats Collective Agreements with changes agreed to at bargaining.
- Provides comprehensive administrative support during negotiations for collective agreements.
- Receives and tracks leave of absence requests for union executive members.
- Maintains electronic files/databases for labour relations.
- Maintains an up-to-date tracker of HR Policies; prepares and adheres to a schedule to update, coordinates the review of policies with subject matter experts and completes updates as directed. Prepares reports for update approvals at Council.
- Administers HR-related content on the City’s website.
- Administers the safety footwear and prescription safety eyewear program. Schedules hearing conservation tests; maintains records and distributes results.
- Schedules safety training sessions; maintains related calendar and records.
- Supports the administration of the CapaCITY training program.
- Administers financial transactions related to corporate learning programs.
- Prepares and/or processes various agreements and forms of paperwork related to talent development programs and other OD related programs.
- Supports talent development programs and other OD related programs such as corporate orientation.
- Reconciles all divisional VISA statements. Processes and reconciles petty cash reimbursements.
- Initiates vendor setup in SAP, compiles required documents; and administers a variety of payment types pertaining to the Human Resources division and its programs.
- Processes purchases and payments up to $10,000; has signing authority for purchases and payments up to $3,000 per transaction.
- Tracks, updates and maintains all Purchase Orders (PO’s) for the division.
- Provides financial support and budget monitoring for all HR-led events.
- Prepares vendor contracts for approval.
- Prepares and processes divisional invoices, monitors Operating and Capital budgets; tracks budget expenses against actuals; researches any discrepancies and provides regular budget updates.
- Performs other related duties as assigned.
- Grade 12 Diploma plus up to 1-year post-secondary courses
- At least one year of related experience including senior level administrative support, minute taking, calendar management and financial reconciliation.
- Grade 12 Diploma with minimum 2 years related and relevant experience OR
- 2-Year Diploma (or 2-YearSpecialized Post-Secondary Program) with minimum 6 months related and relevant experience
- Excellent time management and organizational skills: ability to manage multiple conflicting and competing demands while meeting concrete deadlines.
- Expertise with Microsoft Office Suite; experience with other design tools (Adobe Suite) preferable.
- Independent and action-oriented: self-directed/self-starter with strong acumen for prioritizing, seeking direction when needed and delivering on tasks without constant oversight.
- Collaborative: service-orientated; seeks opportunities to support and add value to members of the team and others in the organization.
- Ability to research and organize information, provide context and analysis for review.
- Strong attention to detail and proofreading skills.
- Reliable with a good attitude and employment record.
