REPRESENTATIVE EMPLOYEE & TRANSACTIONAL SERVICES (HR Representative)

Job Summary

Reporting to the Senior Consultant, Employee & Transactional Services, the Representative, ETS will be responsible for supporting the end-to-end recruitment cycle, maintaining accurate employee data and updates and managing onboarding / offboarding processes in a manner that focuses on accuracy, completeness, timeliness and exceptional customer service in a fast past environment.

This is a hybrid role requiring a minimum of two (2) days in office (subject to business needs and changes as per City and / or divisional policies.

What will you do?

• Support the ETS unit in the delivery of services and in achieving its goals and objectives.
• Assist with full-cycle recruitment, including the posting of job openings and advertising, managing candidate applications, coordinating and proctoring assessments, scheduling interviews, and preparing employment offer letters.
• Ensure confidentiality and security of sensitive documents and personal information.
• Coordinate and facilitate the onboarding process for new hires in Success Factors and SAP.
• Prepare and process employment forms and documents of a confidential nature, with a strong focus on accuracy and attention to detail.
• Track onboarding tasks, including electronic signature, document uploads, and follow up with candidates to complete outstanding paperwork.
• Collaborate with Payroll and P&E teams to troubleshoot and resolve any onboarding issues or discrepancies.
• Utilize documented procedures and technology tools to manage and coordinate the administrative processing and execution of assigned time-sensitive HR processes activities and transactions.
• Maintain employment records, including accurately entering and updating employee data, reviewing and approving transactions, related to events, such as employee transfers, job changes, pay increases and separations.
• Prepare employee corporate files for employee file reviews.
• Respond to inquiries and requests from all levels of staff and clients by telephone, in written form, email or in person.
• Prepare reports for decision making purposes, including, collaborating with P&E teams to identify reporting needs and requirements, extracting and analyzing data.
• Conduct regular audits of HR data, verifying integrity and ensuring compliance with City’s policies and applicable employment legislation.

Identifies trends patterns and insights from data to inform recommendations.

• Deliver timely completion of all tasks as determined and in line with service level agreements (SLAs) and collective agreement (CA) requirements, balancing competing priorities and deadlines.
• Partner with other P&E teams in cross functional transactions and projects performs any related duties as required by Manager / Senior Consultants.
• Collaborate with management team to develop and implement corrective actions and process improvements.
• Conduct research on various P&E topics such as best practices, industry trends and regulatory changes.
• Maintain and update procedures, guides and job aids, ensuring accuracy, compliance and relevance.
• Provide feedback on the implementation of new programs and services.
• Demonstrate commitment to diversity, equity and inclusion and ongoing learning.
• Perform other duties as assigned to support the ETS unit’s goals and objectives.
• May be required to travel to various City work locations.

What do you bring to the role?

Considerable experience providing administrative support including data entry, records management, reporting, correspondence, and customer service in a fast-paced multidisciplinary environment.

Preference will be given to candidates who have administrative experience supporting an HR function).

• Post-secondary education in Human Resources, Business Administration and / or a related discipline and / or the equivalent combination of education and experience.
• Strong computer skills with a proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint and Excel).
• Ability to work with ATS software and HRIS systems (SAP SuccessFactors systems is considered an asset).
• Ability to work in a fast- paced environment, managing competing demands adapting to changing priorities with flexibility and resilience, while adhering to deadlines, SLAs and KPIs.
• A client-centric mindset with the ability to interact with employees of all levels in a proactive, friendly, professional and respectful manner.
• Highly developed interpersonal skills to develop and maintain relationships with cross functional departments, teams and management.
• Excellent verbal and written communication skills to respond to inquiries, prepare reports and present information to diverse audiences.
• Ability to exercise discretion and good judgement in handling confidential information.
• Strong problem-solving skills and ability to think critically with a solutions-focused approach.
• Excellent research and analytical skills with the ability to compile, analyze and report data for management decision-making purposes.
• Demonstrated initiative and resourcefulness with attention to detail and a strong ability to work effectively without close supervision.
• Ability to apply policies, guidelines, legislation and collective agreements with knowledge of employment-related legislation, i.

e., Employment Standards Act, Ontario Human Rights Code, Collective Agreements, Occupational Health & Safety Act, Workplace Safety and Insurance Act, etc.