The Human Resources Admin Assistant is responsible to provide direct support to the Deputy Director of Education and Manager of Human Resources as well as perform a range of human resources duties supporting superintendents, schools and payroll staff.
-Respond to telephone, in-person or electronic inquiries or forward to appropriate person in a variety of Human Resources areas.
-Assist the Deputy Director of Education with the annual University Career Fair process and supporting materials.
-Administer and maintain up-to-date staffing lists and staffing allocations for Superintendents and Supervisors.
-Coordination of the recruitment and staffing process as follows:
*Create job postings for all vacant positions, including social media and newspaper advertising.
*Tracking of resumes within the Division electronic resume portal (Applitrack).
*Ensure all employee payroll documentation is received in a timely fashion then subsequently forwarded to payroll.
*Ensure all employee Criminal & Vulnerable Sector checks are received in a timely fashion prior to employee start date.
*Ensure the completion and dissemination of all relevant documentation and information as it refers to staff additions, initial orientation and changes in staff through to termination of employment.
-Understand and interpret specific articles within the local collective bargaining agreement.
-Maintain all required documentation for seniority, layoff and recall lists for the local unions within the Division.
-Update Superintendents regarding staffing (sick leaves, LOA's maternity leaves, etc.).
-Working within our HRIS (Atrieve) to track and maintain all relevant information.
-Ensure all relevant information for personnel files are maintained and kept up-to-date.
-Recommend, develop and maintain HR databases, computer systems and manual filing systems.
-Coordinate the First Aid training process as follows:
*Tracking of employees who require First Aid recertification on an annual basis.
*Communication with Administrators regarding First Aid certification requirements.
*Source out First Aid trainers.
*Arrange training dates and communicate details to Administrators.
-Assist Deputy Director of Education/Manager of HR with recruitment activities including:
*Tracking of candidates within our electronic resume portal (Applitrack).
*Coordination of reference check process.
*Coordination of Job Fair for teacher recruitment including setting up of interviews, communicating with applicants and applicable Division staff.
-Ensure teachers have registered on the SPTRB website annually as required.
-Create monthly Board Report and forward to the Executive Assistant to the Director of Education.
-Conduct oneself in a manner appropriate to an education institution that provides services to children.
-Perform other duties as assigned.
-Minimum of Grade 12 diploma from a recognized educational institution is required.
-Minimum of one year of post secondary office education is required and a certificate, diploma or undergraduate degree in Administration or Human Resources would be considered an asset.
-Possession of CPHR designation is considered an asset.
-A minimum of one year of work experience in an office environment is required and experience in a HR role would be preferred.
-Work experience in recruitment and staffing is also considered an asset.
-Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, and Outlook is required.
-Experience with Applitrack and Atrieve is considered an asset.
-Superior interpersonal skills and communication skills, both verbal and written.
-Excellent time management skills and the ability to prioritize multiple demands.
-Ability to work independently with minimum supervision as well as a team player.
-Ability to maintain strict confidentiality relative to school division operations, payroll data and personnel files.
-Ability to deal with a broad range of staff members and members of the public.
Display a professional appearance and attitude.
Job type: Full-time