Human Resources Assistant - Temp

Long Description

Human Resources Assistant

Summary

Reporting to the Director of Human Resources, the Human Resources Assistant is responsible for supporting the day-to-day administrative activities and coordination of the operations of the Human Resources Branch in addition to administrative support to the Director, Human Resources.

You Will:

• Provide administrative support to the Human Resources (HR) Branch by preparing and processing correspondence, documents, presentations, and reports.
• Provide operational support to Human Resources Business Partners (HRBP) to support delivery of HR programs and client services.
• Act as the first point of contact for HR requests and HRBP client groups; respond to routine inquiries, direct inquiries to the appropriate functional unit, and escalate complex issues as appropriate.
• Assist in coordinating HR projects and initiatives by tracking milestones, compiling status updates, and supporting reporting requirements.
• Support case coordination activities by tracking HRBP files and ensuring milestones, documentation, and follow-ups are completed in a timely manner.
• Assist in gathering, compiling, and organizing information to support HRBP advice and responses related to HR policies, procedures, collective agreements, and employment matters.
• Monitor HR general email accounts, respond and/or forward emails to appropriate members for response, as required.
• Update the HR Branch intranet page to ensure accurate, up-to-date content and information.
• Maintain HR records, databases, and tracking tools to ensure data integrity and track administered processes.
• Support preparation, maintenance, and distribution of standardized HR templates, communications, and documentation to ensure consistency in HRBP service delivery.
• Maintain office supplies and order materials and stock items upon receipt.
• Interact with potential applicants by providing information on selection processes or referring them to a member of the Talent Acquisition unit.
• Schedule applicants and qualified interviewers for interviews, book interview locations, and contact replacement interviewers at short notice.
• In collaboration with the Talent Acquisition unit, participate in the interviewing process as required.
• Set up and maintain new employee and volunteer files, ensuring all required documents are contained in the file.
• Assist with compilation and redaction of employee files in response to requests from government agencies or lawyers.
• Prepare the Human Resources Dashboard Report and presentation; gather data from HR units and prepare, analyze, and summarize information to highlight annual trends.
• Administer the tuition reimbursement process by reviewing requests and invoices and submitting reimbursements to Finance for payment.
• Create, schedule, and administer oaths of secrecy for new civilian hires.
• Schedule fingerprint appointments using the Fingerprint Schedule software system.
• Print and deactivate employee access and ID cards for Waterloo Regional Police Service (WRPS) employees, contractors, and volunteers.
• Assist with annual budget submissions, purchase requisitions, and invoice payments; maintain the Director’s calendar; coordinate meeting and event logistics, including locations, attendees, presenters, attendance confirmations, and catering.
• Attend meetings and prepare minutes, as required.
• Track follow-up actions to support timely execution of deliverables.
• Coordinate and track documentation related to employment processes (e.g., contracts, extensions, letters), ensuring timelines and compliance requirements are met.
• Coordinate travel arrangements and prepare expense statements.

You Have:

• Successful completion of two-year college diploma in Business studies, or a related field.
• One year of previous administrative experience, including knowledge of standardized office procedures and processes, proficient keyboarding skills, data entry, filing and file management, document organization, as well as correspondence and memo composition.
• Knowledge of Human Resources principles, practices and procedures, acquired through work experience in a Human Resources office or through the completion of Human Resources related courses is an asset.
• Exceptional organizational skills with the ability to prioritize, multi-task and meet tight time frames within a fast-paced environment; additionally, must have the ability to effectively manage/optimize the timetables/schedules of others.
• Demonstrated critical thinking and problem-solving skills, with the ability to assess information, identify inconsistencies or risks, and support informed decision-making.
• Skill in the operation of a personal computer and knowledge of software programs such as Microsoft Word, Excel, Access and SharePoint for the purposes of correspondence and data management.
• Knowledge of Human Resources related policies, procedures and practices to answer external and internal inquiries and re-direct staff and applicants.
• Knowledge of the WRPS branches and units, functions, processes, rank structures, and basic police procedures are required to act as the HR front line resource to respond to and re-direct inquiries.
• Exceptional communication and customer service skills required as a first contact representative of Human Resources, ability to build rapport with applicants, volunteers, contractors, the general public, and internal staff.

You Are:

• Able to prepare correspondence, reports, minutes and memorandums and maintain statistics.
• Able to verbally respond to routine Human Resources inquiries from applicants, staff and the public and to re-direct calls in a courteous, patient and helpful manner.
• Able to read and accurately enter information to appropriate systems and/or files or disseminate correspondence to appropriate members of the Branch.
• Able to meet police security clearance requirements and to maintain confidentiality.
• Able to participate as an effective team member and to support and project values compatible with the organization.
• Able to meet testing requirements for the position.
• Able to operate a fax machine, printer, photocopier, document binding machine, shredder, and other related office equipment.