Job Description

HR Records and Benefits Assistant
Status: Full Time Hours: Monday to Friday; 35 hours/week Number of Positions: 2 Home Campus: Fennell Pay Band: 7 Salary Range: $55,111 - $68,890 Posting Date: January 31st, 2023 Closing Date: February 7th, 2023 at 7:00pm EST We support and encourage the contributions of our diverse employees. Supported by a new strategic plan we are committed to nurturing an equitable, diverse and inclusive environment for everyone who learns and works at Mohawk. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community. Mohawk College is currently recruiting for our next HR Records and Benefits Assistant The Reporting to Manager, Total Rewards, the HR Records and Benefits Assistant position(s) are a multi-incumbent position that provides confidential, administrative and analytical support to the HR Services team, in accordance with collective agreements, benefit plans, terms and conditions of employment, and related legislation. The Assistant provides HR records administration and Absence Summary administration for the part-time employee groups. This includes: maintaining accuracy and integrity of HRIS master data (i.e. new hires, master data changes, terminations), records management, and ensuring entry deadlines between HR and Finance (Payroll) are met. The Assistant works closely with Disability Management to ensure absence data and employee pay is managed in a timely manner. The Assistant is responsible for data input and maintenance of benefits information (i.e. new hires, master data changes, terminations) in HRIS, records management. The incumbent also has joint responsibility for benefit enrolments and maintenance in Dayforce, feeding to the Sun Life Plan Sponsor Services (PSS), alongside the Finance (Payroll) team. The Assistant is responsible for the HR document management processes, including physical and electronic employee files. The incumbent provides front-line customer service to visitors, staff, faculty, and students. The incumbent works closely with members of the HR team to provide administrative support to the college.
RESPONSIBILITIES: The duties of this position will include, but are not limited to the following: HRIS Fulfilment/ Monitoring/ Reporting

• Reviews contracts/EPAFs/ESAFs for errors/omitted information and provides guidance to HR colleagues/departments/management for completion.
• Inputs and maintains all employee records within the College HRIS (Banner). This includes the entry of part time employee changes
• Working within multiple overlapping deadlines, processes contracts, EPAFs and ESAFs ensuring that the HRIS is updated for all staff hires, transfers, leaves, temporary assignments, additional compensation, retirements, etc. and the necessary information is incorporated into Payroll.
• Generates and analyses regular audit reports to ensure accuracy of data, and takes corrective action, providing corrective direction to stakeholders at various levels within the College.
• Responsible for entering all exceptions on a database (spreadsheet developed and maintained by incumbent) around benefits, vacations and salaries that are against policy; and generating ad-hoc reports as needed.

Provides support to HR Services Team

• Tracks eStaffing Action Forms (eSAFs), Partial-Load contracts, Overage Dependent Forms.
• Uses initiative to monitor and ensure adherence to pay deadlines timelines, maintains spreadsheets.
• Creating, updating, and editing documentation provided by the C&BC team.
• Assists the Compensation and Benefits Consultants with maintaining and updating data information employee information in Banner, and in Sun Life Financial\xe2\x80\x99s Plan Sponsor Services (PSS) site, including updating dependent benefit information, and address changes. Processing address changes, legal name change and preferred name change forms in accordance to College policy.
• Following college process pertaining to employee release of information. Creating and validating letters of employment once completed release form is submitted.
• Schedules multi participant meetings on behalf of the HR Services Team.
• Creates Organizational Charts exports from Cornerstone and identifies errors in Banner.
• Address updates for retirees in PSS.
• Personal information & address updates in Banner for All Part-time and Full-time employees (also PSS if name change).
• Providing Payroll with address update information.
• Overage dependent updates.
• Filing for benefit updates (retiree address changes, overage dependents).
• Answer basic benefit information to clients (i.e. plan coverage, requesting forms, etc.).
• Mail out benefit cards.

Attendance Management

• Incumbent maintains and updates attendance system for the college, pulling data required for college and government reports.
• Incumbent updates attendance records for multiple departments in college including HR.
• Updating vacation entitlements for all support and administrative employees for the new vacation year
• Responding to inquiries/questions relating to time & attendance system while consulting with other team members
• Maintains Human Resources department staff vacation records
• Working closely with a colleague HR Records and Benefits Assistant shared accountability for reception responsibilities.

Reception

• Performs frontline customer service and reception duties.
• Greets visitors and answers inquiries from staff, students and the general public, including unscheduled visitors.
• Answers internal and external phone calls, and responds/directs call accordingly.
• Answers all general requests (in-person/telephone/email).
• Manage askHR, HumanResources-eSAF email addresses to respond to a variety of inquiries pertaining to HR and the college.
• Provides courteous and effective screening of calls.
• Refers non-routine inquiries to appropriate member of the HR team.
• Coordinates registered mail deliveries etc.

Clerical

• Working closely with a colleague HR Records and Benefits Assistant shared accountability for reception responsibilities.
• Collects, opens, reads, dates, sorts and distributes all mail for members of the HR team.
• Works collaboratively with members of the HR team to maintain an effective administrative system, procedures and practices.
• Processes correspondence, prepares documents (type, photocopy, scan, fax, email, distribute, etc.) as required.
• Processes internal forms both on own initiative and as required.
• Processes room booking requests for HR team.
• Maintains efficient office systems and procedures in the activities in the HR office, maintaining accurate and reliable record and retrieval systems.
• Updating the Phone Directory and HR Contact List.
• Prepares verification of employment letters and responds to related inquiries.
• Office supply orders.

Cross Functional Administrative Support

• With leadership from the HR Office Manager and as a member of the HR Administrative Team, works collaboratively with the Organization and Professional Development Assistant and HR & Labour Relations Assistant to plan and execute functions in support of HR departmental operations. This includes working on tasks/projects/initiatives as assigned and providing back up support during absences or urgent matters.

Other Duties as assigned
QUALIFICATIONS: The successful applicant must have:

• A two year diploma in Office/Business Administration, Human Resources or similar program; or combination of education and experience.
• A minimum of two years of experience working in an office environment and processing data is a must.
• Experience with an HRIS SharePoint and Banner would be an asset.
• Experience in inputting large amounts of data on a regular basis with few inaccuracies and at a fast paced.
• Experience in workload management in order to plan and execute competing tasks, often with external deadline requirements.
• The ability to demonstrate good judgment, discretion and decision making that is consistent with standards, best practices in human resources, policies, procedures, regulations or government laws.
• Experience as a strong team player; be self-directed with the ability to work independently with minimal supervision and the flexibility, at peak times to work beyond the normal working hours in order to complete the assignments by the deadline date and demonstrate excellent time management skills.
• Demonstrated ability to deal with highly sensitive and confidential materials and situations; experience in managing multi-tasking assignments simultaneously, flexible and adaptable to an ever changing environment.
• Exceptional interpersonal and communication skills (written and verbal).
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes. Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047. Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, S2LGBTQIA+ persons, and others who may contribute to the further diversification of ideas. For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/