HR Assistant is accountable to the People & Culture Senior Manager, and will work with all departments to develop and assist staff opportunities, communication, resources and materials within the programs and services of Hope Mission.
The HR Assistant will also work closely with the People & Culture team in providing customer service to all employees within Hope Mission
Inputs information into the Human Resources Management System (HRMS) to ensure up-to-date and accurate records are created and maintained; provides employee information to Payroll to ensure that employees are paid accurately at all times.
Audits the timekeeping entries in Manusonic
Administers and monitors various HR programs, as required, to support functional and corporate objectives.
Prepares standard and ad-hoc reports in order to provide managers and employees with accurate information when needed.
Completes special projects as assigned by Management to ensure current and efficient HR processes practices and procedures.
Provides support to the People and Culture department and performs other duties as assigned in order to contribute to the efficiency and service levels of the department.
Assists in the implementation of HR best practices, programs, procedures and policies for the organization.
Provides advice and recommendations on the effective structure and utilization of administrative and support staff.
Assists in the coordination of the recruitment process, including posting positions, managing incoming applications, assisting with pre-screening, scheduling interviews, conducting reference checks, preparing offer package and new employee orientation meetings.
Participates in HR related projects as required, including health & safety programs, training plan and internal communications.
Other duties as assigned by the People and Culture Senior Manager.
Major Duties and Responsibilities:
Filing: making sure all files are organized correctly and all relevant documents are present in each file
Collecting, entering and organizing paperwork that is sent to HR from other departments
Work with other HRAs in organizing meetings and special presentations for staff members, getting all paperwork and electronic information ready for meetings, updating employee handbooks and manuals, keeping updated Job Descriptions, etc.
Responsible for the management of benefits. This includes but is not limited to: entering new staff, deleting staff, updating salary information, change individual coverage with requested, etc
Ensure vacation and sick time is tracked properly and up-to-date
Assist in the screening of potential staff.
Examine timesheets submitted by all departments forpurposesofverification and accuracy
Reconcile the information in the HRMS system with the Finance department
Answer to staff inquiries regarding: vacation and sick balance, generate confirmation of employment letters, process changes in medical benefits; provide information about salary increases, anniversary dates and Performance Appraisal results.
Attend meetings in different locations when required
Follow up and process WCB and Manulife Long Term disability claims
Keep staff records up to date, including benefits and changes of status
Promoting RRSP’s to employees who have served with Hope Mission for over 3 years
Active involvement in the organization of HR related staff events
Assist in trainings and special presentations for staff and practicum students
Assist in driving practicum students when needed
Assist in the general maintenance of the office building
Attend Occupational Health and Safety Meetings when required
Maintaining current HR files and databases
Register and maintain the Hope Mission authorized vehicle drivers' list in coordination with the insurance company
Produce photo-ID's for all new employees
Preparing any reports requested from the P&C manager
Working closely with payroll to ensure all information regarding employee status, pay, and position is accurate
Audits time entries using the Manusonic system
Active participation in the planning and execution any events organized by People and Culture
Develop the staff communication system and maintain it monthly.
Coordinates with the Shelters Admin in any processes related to timekeeping and collecting important information needed.
MINIMUM QUALIFICATIONS AND SKILLS:
Bachelor's degree in Business, Psychology, Human Resources or other related field.
Minimum two years of experience in a HR environment or administrative function is required.
Knowledge of Alberta Employment Standards.
Experience in Customer Service.
Excellent time management and organizational skills.
Proficiency in MS Office: extensive knowledge of Excel, word processing and database software.
Knowledge and experience with HRMS.
Good knowledge of HR policies and procedures, analysis and auditing skills would be an asset.
Highly detail oriented with excellent organizational skills
Motivated and have the ability to work well independently and within a team
Ability to work well under time pressure
Strong analytical skills and ability to perform critical analysis
Excellent communication skills (oral/written)
Superior listening skills
Excellent interpersonal skills and a full understanding of professional ethics with an emphasis on customer service (staff members in different departments, coworkers and peers)
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