Human Resources Associate

Main Purpose and Function

As a member of the Human Resources Service Centre team, performs administrative functions and provides professional level support services to the organization’s business units and to the overall Human Resources (HR) department. The HR Associate provides front-line services and support to leaders and staff in relation to HR processes, policies, established interpretations and related questions. The HR Associate performs workflow updates in relation to the maintenance and processing of all aspects of the employee life-cycle including hiring, status changes, position changes, benefits updates, terminations, grievances, training and absence documentation. Running reports to reconcile and confirm accuracy of data, to prepare grievance and file summaries and other related research is also required.

Specific Duties and Responsibilities

• Responds to inquiries from managers, HR staff, and employees on a variety of HR related issues regarding HR policies and procedures, collective agreements and employment standards matters
• Researches, summarizes and provides advice to ensure City policies and collective agreement provisions are followed
• Provides information and education directly to employees regarding benefit eligibility and coverage, bank entitlements, pay rates, and seniority
• Processes and maintains employee benefits, pension and compensation information through HRIS systems and SAP by verifying accuracy of information and confirming as required
• Problem-solves with payroll staff, HR team members and business unit with respect to overpayments, reclassifications, and time entry related issues including researching and recommending next steps
• Updates and utilizes various databases and systems (e.g. SAP, HRIS) to create and respond to data and reporting requests
• Extracts data to identify trends, issues for resolution, or find data discrepancies and initiate action as required. Works closely with HR Analytics team and the business unit to ensure data validity
• Manipulates data, summarizing it for presentation as appropriate for the required audience including HR Consultants, Managers, and business units
• Maintains and drafts Job Share Agreements compatible with organization policy and collective agreements
• Prepare retirement reports for employees and departments, calculating last day worked based on work schedule and quota banks
• Provides ad hoc training to managers and employees on various HR systems and processes
• Researches, calculates, and provides explanation on various reports such as attendance, seniority dates, and other HR system reports
• Participates in, makes recommendations on, and documents various HR processes including collective agreement implementation, policy implementation, and HR process improvements (including technology such as Service Now, HRIS) Provides organizational and administrative functions such as maintaining filing systems (VanDocs) Creates a variety of case files for the functional areas, ensures complete file content and appropriate file naming conventions Reviews, processes and maintains records related to the grievance process and collective bargaining Schedules meetings/workshops and takes minutes at a variety of HR related meetings including, grievance, and investigation meetings Other duties/responsibilities as assigned

Qualifications

Education and Experience:

• Diploma in Human Resources and three years’ related experience in a unionized environment or an equivalent combination of education, training, and experience

Knowledge, Skills and Abilities:

• Ability to explain and apply HR programs, policies, procedures, and collective agreements
• Working knowledge of grievance practices and procedures
• Working knowledge of benefits administration and pension rules
• Ability to research and analyze a variety of HR-related data and issues
• Considerable experience using an HRIS to extract, analyze and summarize HR data
• Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, and reports
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information
• Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions
• Ability to build and maintain effective working relationships at all levels of the organization to provide exceptional customer service
• Ability to work independently and work collaboratively in a team environment
• Ability to use computer software such as Excel, PowerPoint, Microsoft Word, Outlook, Internet, SAP
• Ability to perform complex mathematical calculations with speed and accuracy

Business Unit/Department: Human Resources (1020)