GENERAL STATEMENT

Under the supervision and direction of the Executive Assistant, the Human Resources Office Assistant provides confidential administrative assistance to the Human Resources Management Team members; reception services to employees, students and the general public; and completes or participates in a range of related client services for the Human Resources department. This position processes a wide variety of forms, reports and correspondence, and accesses, inputs and revises data in the College integrated computer system (HRIS).

TYPICAL DUTIES

• Performs general office and reception duties, including responding to a wide range of inquiries about human resources procedures, systems, employment, applicable forms, and the college organization; receives confidential and/or sensitive information from employees and refers matters to the human resources consultants; uses knowledge of the College to refer callers to other HR department member or other area as appropriate;
• Prepares correspondence and other HR documentation; transcribes material from rough copy, and may be required to perform basic editing and proofreading as requested;
• Provides information verbally and by e-mail on general employment inquiries and the status of applications and explains College recruitment procedures; receives resumes, and maintains casual placements files;
• Distributes and/or emails various forms including appointment forms ensuring relevant information is attached, employment equity and other questionnaires, pension statements, and applications upon request;
• Completes all filing; archiving to storage as applicable and maintains the security of sensitive and confidential documents and personnel files; disposes of confidential material according to current records management requirements;
• Processes CUPE Staff Development Fund reimbursement requests by updating and maintaining tracking spreadsheet; processing payments and adhering to deadlines;
• Photocopies, compiles and prepares materials for training programs, employment and benefit packages, employee orientation, interviews, classification reviews, and various committee meetings;
• Completes departmental leave plan data entry in the human resources information system (HRIS); generates reports, responds to information requests, and surveys as directed by the supervisor; extracts data from the HRIS for labels, envelopes, mailing lists, etc, and responds to requests from other college departments for distribution list data;
• Inputs updates and changes to the HR Intranet as applicable;
• Performs entry/exit tasks for all human resources staff and completes Honourary Colleague process for retirements;
• Identifies and adapts or develops new procedures to manage change and to increase efficiency within the position; in collaboration with the supervisor establishes timelines and priorities for tasks;
• Initiates and submits relevant work orders; processes various related College forms and assists in reconciling monthly Visa statements as needed;
• Arranges meetings including contacting participants, booking facilities and services, making travel arrangements, and preparing/distributing required materials as requested by the supervisor; additionally maintains the e-booking of the HR meeting room;
• Assists with, or organizes as requested, HR-related events and projects;
• Responsible for the daily maintenance of office equipment such as printers and photocopiers and reports malfunctions as appropriate;
• Orders and maintains stock of general office supplies; assembles and maintains sufficient supplies of miscellaneous forms; maintains inventories of department supplies/equipment;
• Makes scheduled daily mail runs; opens/distributes department mail following confidentiality guidelines; locks file cabinets and supports maintaining a safe working environment;
• Performs other related duties similar in scope and complexity.

QUALIFICATIONS

Grade 12 plus additional course work in Human Resources studies and two years related experience in a Human Resources or post-secondary environment, or equivalent combination of education and experience.

• Demonstrated excellence in customer service;
• Ability to maintain confidentiality, and recognize and support clients sometimes in sensitive or difficult situations;
• Demonstrated high level written and verbal business communication skills;
• Ability to work in and adapt to a changing environment, deal with and respond effectively to a high volume inquiries and frequent interruptions – in-person, e-mail, fax and telephone;
• Proven ability to prioritize, problem solve, exercise initiative, work independently or as an effective team member;
• Advanced MS Office skills and knowledge of spreadsheets and database applications
• Extreme accuracy and attention to detail;
• Experience working with the Internet and ability to perform web searches and use web tools (e.g. Contribute, Adobe LiveCycle, SharePoint).

HOW TO APPLY

To apply for this position, please visit: https://camosun.peopleadmin.ca/postings/5376

Job Types: Full-time, Permanent

Salary: $24.75-$26.37 per hour

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Work Location: One location

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