Job Description

JOB DESCRIPTION


Human Resources Administrator

Department

Employee Services

Reports To

Human Resources Manager

Indirectly Reports

Health & Safety Officer

Indirectly Supervises

Employee Services Clerk(s)

to:

Hours of Work

35 hours per week, Monday to Friday. Flexibility in scheduling is necessary as


there may be the occasional requirement to change shifts, adjust work hours


and attend functions outside of normal work hours.

POSITION SUMMARY:

Under the direction of the Human Resources Manager, the Human Resources Administrator provides


administrative and operational support in the delivery of a wide range of human resources functions.


This role contributes to the efficient functioning of the HR department by assisting with recruitment,


onboarding, records management, and policy implementation. The HR Administrator also serves as a key


point of contact for employees and managers, offering guidance on HR processes and ensuring that


inquiries are handled with professionalism, discretion, and confidentiality.


The HR Administrator plays a vital role in maintaining accurate documentation, coordinating meetings


and training sessions, and promoting positive employee relations within a unionized municipal


environment. This position requires strong organizational skills, attention to detail, and a willingness to


learn and grow within the HR field.

KEY DUTIES PERFORMED:

Assists with the hiring and recruitment of personnel by supporting management in the
preparation of job postings, job descriptions, interview questions, and reference checks;


coordinates additional advertising as required and approved.
Assists in the coordination, verification, and maintenance of personnel records, both digital
and paper-based, including new hires, changes, and terminations.
Prepares and maintains new employee orientation packages and onboarding materials in
both digital and print formats.
Maintains and updates departmental resources, including the Welcome Booklet, Health &
Safety Orientation materials, and onboarding guides.
Collaborates with the Payroll Department to ensure accurate employee data, position
changes, terminations, and other related information are processed in a timely and compliant


manner.
Supports the maintenance of employee contact information, including address updates,
phone extensions, and emergency contact lists.
Human Resources Administrator


May 2025


Creates and distributes job postings and advertisements, reviews resumes, and supports the
scheduling and coordination of interviews.
Distributes training materials and supports employee training and development tracking. Supports and participates in related initiatives for the Health & Safety program as required. Assists with workplace investigations by organizing documentation, maintaining
confidentiality, scheduling interviews, and providing general administrative support to the


Human Resources Manager or external investigator.


Prepares agendas and records accurate minutes for confidential and departmental meetings
as needed.
Maintains courteous and professional relationships with employees while promoting a
collaborative and respectful workplace.
Composes and prepares correspondence, memos, and reports for the HR department,
including support for health & safety, labour relations, and organizational communications.
Manages filing systems, databases, and performs records management tasks including file
searches and document retention activities.
Coordinates meetings, events, and other functions for the municipality as needed. Answers phone calls and processes emails in a timely and professional manner. Provides advice and support to managers, supervisors, and Employee Services Clerk(s) on HR
matters including recruitment, labour relations, performance management, and policy


interpretation.


Assists with the development, implementation, and maintenance of HR policies and
procedures in compliance with legislation.
Supports labor relations activities related to CUPE and IAFF unions, including grievances and
disciplinary processes.
Oversees and mentors Employee Services Clerk(s) in coordinating recruitment, onboarding,
training, and record-keeping tasks.
Reviews and supports the preparation of HR-related correspondence and reports prepared
by clerks.
Supports the coordination of meetings, special events, and municipal functions with
assistance from Employee Services Clerk(s).
Stays current with employment legislation and best practices, providing recommendations
for policy updates and coaching Employee Services Clerk(s) on changes.
Supports the Human Resources Manager in their role as the direct liaison between the City
and the RCMP municipal employees, assisting with related communications, documentation,


and administrative processes.
Performs other related duties as required.

REQUIRED KNOWLEDGE, ABILITIES & SKILLS:

Education and Experience

o Completion of Grade 12, supplemented by education in Human Resources, Business


Administration, Office Administration, or a related field; a Human Resources certificate,


diploma, or an equivalent combination of education and experience is acceptable.


Minimum of two (2) years of administrative experience in a human resources, payroll, or
Human Resources Administrator


May 2025


related office environment.


Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with the ability to learn new systems quickly.


Accurate and efficient keyboarding skills (minimum 50 wpm). Valid BC Driver's Licence.

Knowledge

Understanding of general office administration and records management procedures. Working knowledge of business English, including grammar, spelling, and formatting of
correspondence and reports.


Awareness of the importance of confidentiality, privacy, and professionalism when working with sensitive personnel information.


Familiarity with applicable workplace policies such as Occupational Health and Safety and Respectful Workplace guidelines.

Abilities

Ability to communicate effectively and tactfully with employees, management, union
representatives, and the public.
Ability to manage multiple tasks, meet deadlines, and adapt to changing priorities with
minimal supervision.
Ability to work under pressure in a fast-paced environment with frequent interruptions. Strong interpersonal skills with the ability to build and maintain positive working
relationships.


Ability to demonstrate sound judgment, discretion, and attention to detail in handling confidential and sensitive matters.


Willingness and demonstrated capacity to learn new processes, systems, and legislation related to human resources.

Skills

Strong organizational and time management skills. Effective written and verbal communication skills. Problem-solving skills with the ability to assess situations and recommend practical
solutions.


Demonstrated professionalism, reliability, and a strong work ethic.

DESIRABLE KNOWLEDGE, ABILITIES AND SKILLS:

(Considered assets; applicants without these will still be considered if they demonstrate the ability

and willingness to develop these competencies.)


Knowledge of HR principles and practices, including recruitment, onboarding, benefits, and employee relations.


Familiarity with employment legislation (e.g., Employment Standards Act, Human Rights Code, FOIPPA, WorkSafeBC).


Experience working in a unionized environment and an understanding of collective agreements, grievance processes, and labour relations (e.g., CUPE or IAFF).


Experience with HRIS systems, payroll platforms, or applicant tracking systems. Human Resources Administrator


May 2025


Knowledge of municipal or public sector operations, including council processes and
governance.
Exposure to the development or implementation of HR policies and procedures. Understanding of privacy and access to information regulations in the public sector. Working toward or holding a CPHR designation is an asset.

NOTE: The duties listed are not set forth for the purpose of limiting the assignment of work and are not to be construed as a complete list of

the duties normally to be performed under a job title or those duties temporarily performed outside the normal line of work.

Human Resources Administrator


May 2025