Job Description

Posting Id
1857


Department
Corporate and Financial Services


Division
Human Resources


Job Grade
Admin Grade 03


Rate of Pay
$36.60 - $41.59 Hourly


Job Type
6 month contract, 35 hours per week


Replacement/New Position
New Hire


Posting Type
Internal and External


Posting Date
01/02/2023


Application Deadline
01/15/2023

Position Summary

This position is responsible for providing administrative support to ensure all divisional administrative tasks and activities are effectively managed while ensuring confidentiality and security of all sensitive information. With expertise in the use of office management practices, processes and software to coordinate schedules, manage document workflow, prepare reports, correspondence and presentation material and ensures requests are responded to in a timely and efficient manner.

Key Duties and Responsibilities

• Supports the Director and HR Division with administrative tasks
• Calendar management for the HR Director
• Reviews incoming materials (e.g. telephone calls, incoming mail/documents, email messages) to determine their disposition and initiate action required; follows up to resolve problems and ensure appropriate and timely completion. Updates and advises on progress, problems and issues and recommended actions
• Manage inflow and outflow of documents
• Enter transactions into the HRIS for employee transfers, promotions, leaves of absences, new hires, terminations, title changes, etc.
• Assist the Director and Managers in the assembly of budgets as appropriate for the Division. Monitoring division\xe2\x80\x99s non-personnel operating budget accounts by keeping track of purchases from these accounts and bringing any discrepancies and issues to the attention of the concerned manager/director.
• P-Card reconciliation, invoice processing and low value purchase order processing
• Assist with preparing job descriptions and job postings and offer letters
• Post jobs on various websites
• Prepare correspondence such as letters of employment and other general correspondence for staff
• Maintain employee files and documentation
• Assist with staff changes including on-boarding and off-boarding and associated set-up
• Compiles data, generate reports and follow up as required
• Drafts, formats, transcribes, collates and organizes briefing notes, packages, documents and reports in response to questions and emerging issues

Education and Experience

• Post-secondary diploma in office administration or equivalent
• 3 years of administrative experience
• Experience on a Human Resources team is an asset
• Experience using SAP and Success Factors is an asset

Required Skills/Knowledge

• Effective time management and multi-tasking skills with the ability to establish priorities to meet tight and changing deadlines
• Highly developed customer service skills with the ability to deal with staff, elected officials, and the public with tact, courtesy, discretion and diplomacy
• Proficiency in Microsoft Office Suite applications including Excel, Word, PowerPoint and Outlook
• Ability to retain confidentiality and security of sensitive information and use discretion at all times
• Strong attention to detail and accuracy
• Ability to independently resolve problems and issues under minimal supervision
• Demonstrates good judgement and makes sounds decisions
• Show commitment to personal growth and development
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills
• Takes initiative to participate in a culture of learning, mentoring and sharing
• Contributes to building and being a part of a positive culture

Leadership Competencies

• Demonstrates personal leadership
• Builds people and culture
• Cultivates open communication
• Shapes the future
• Navigates and leads through complexity and change

Attention Internal Candidates: All current City of Richmond Hill employees are required to apply via the \xe2\x80\x98View Jobs for Current Employees\xe2\x80\x99 link on the City\xe2\x80\x99s Careers Page.
We thank all candidates for their interest, however, only those under consideration will be contacted. The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation. Please note, to be considered for a career opportunity at the City of Richmond Hill you must have received the full series of a COVID-19 vaccine approved by Health Canada (or the World Health Organization). You may also be required to receive any COVID-19 boosters recommended by public health authorities. The City of Richmond Hill will consider cases requiring accommodation as stipulated by relevant employment standards legislation or regulation and/or the Ontario Human Rights Code.