Position Profile


Job Title:  HR Assistant

Work Unit:  Human Resource Services

Ministry:   Alberta Treasury Board and Finance

Competition Number:  1040872

Date:  March 2017
 

Purpose

 

This position reports to the HR Client Service Manager or Lead and is responsible for providing administrative support to the HR office in the day-to-day support of human resource services and general office oversight and administration for Treasury Board and Finance (TBF). This includes accurately and efficiently completing the ongoing administrative requirements related to talent acquisition, job evaluation, employee relations, and reporting as well as any relevant special projects/assignments (i.e. program supports) in a timely manner. This position also supports the HR office through general office support and performs at a newly-professional level providing support to the HR Consultants in areas of all entry level recruitment and classification as appropriate.

Responsibilities and Activities

 

Talent Acquisition:

  • Use IMAGIS, temp agencies, PSC and resources/inventories to prepare, proof, release and distribute opportunities for employment according to HRC guidelines, ensuring proper recruitment standards are followed and advertising deadlines are met.
  • Maintain accurate IMAGIS data throughout the competition process from verifying applicant data to ensuring timely closing of competition files.
  • Manage the resume collection process, setting up competition files, collecting and sorting resumes before distribution to HR Consultants.
  • Prepare interviews, including contacting shortlisted applicants, ensuring interview room availability and preparing interview packages for panel members in an accurate and timely manner, within guidelines provided by the HRC.
  • Arrange travel and accommodation, initiates and processes documentation for reimbursement of travel expenses incurred by candidates brought in for interviews.
  • Finalize offer letters, exemptions and classifications for signature, checking for accuracy and ensuring correct salary, start date, etc.
  • Maintain competition files, ensuring all documentation required is in order, including expenditure officer approvals, security clearance information, etc.
  • Liaise with payroll to ensure the smooth flow of documentation and information on issues related to commencement and termination of employees.
  • Lead recruitment processes for wage, summer students, and temporary agencies.

Job Evaluation:

  • Prepare memos and decisions forms for notification of classification actions.
  • Enter classification information into IMAGIS, ensuring accuracy of data, including Job Description Submitted (JDS) date and Submission date to ensure accurate classification statistics for reporting purposes.
  • Ensure classification forms are completed and all proper documentation is forwarded to Pay and Benefits in time to meet with Payroll cut-off.

Employee Relations:

  • Maintains up-to-date and accurate grievance and administrative files.
  • Enters grievance information on IMAGIS for reporting purposes.
  • Assists HRCs with file development and administrative processes on employee and labour relations cases.

Reporting and IMAGIS:

  • Extracts reports from IMAGIS system and formats into Excel spreadsheets (ex. Increment Report, Salary Report, Business Continuity Planning Report, etc.).
  • Queries for report extraction may exist from standard menus, but there is also a requirement to customize queries based on requests from clients.
  • First point of contact for all inquiries from employees related to IMAGIS information (ex. Absence History Reports).
  • Accountable for the maintenance of the HR Services Monthly Reports and assurance of reporting and tracking is completed on a regular basis.

Program Support:

  • Participate in program teams as a key support.
  • Primary contact for TBF Registration System and to arrange courses/sessions for registration.
  • Reward and Recognition contact (duties include: ordering Thank You cards, ARTS correspondence, ordering of milestone awards, and other supply ordering, etc.).
  • Organize and coordinate New Employee Orientation with Human Resources Consultants.

HR Office Operational Support:

  • Assist in the provision of phone and in-person reception services, providing internal and external clients with a positive image of TBF and Human Resources Services.
  • Provide information and respond to inquiries on the competition process and status, general job opportunities, etc.
  • Access a variety of information sources in order to respond to inquiries from HR staff, department staff and the public.
  • Manage all aspects relating to the provision and maintenance of the supply needs of the office.
  • Initiate supply orders as required, receive and verify orders, stock areas, and reconcile procurement card.
  • Act as main contact for copier and all other office equipment.
  • Coordinate new employee set-up with facility staff and Corporate Business Technology Services and all other HRS office accommodation needs.
  • Primary individual(s) for incoming and outgoing correspondence (i.e. daily mail retrieving and dropping off).
  • Update HR staff contact information for distribution regularly.

Other:

  • Uses time management, organizational skills and initiative to develop and maintain timely and accurate administrative procedures. Recommends and implements ways to improve or enhance processes/procedures.
  • Maintains a filing system for information required by office staff, including forms required in the staffing or classification process, including a Bring Forward system in SharePoint for employee related matters.
  • Maintenance of HR file room and file records management.
  • Assists in the collection of data and preparation of special projects such as redeployment statistics, manpower project statistics, recruitment statistics, classification series reviews, etc.
  • Participate, as required, in the implementation of cross government Ministry HR initiatives by completing assigned projects in a timely manner, thus contributing to the success of the initiatives.
  • Participate in working groups representing the HRA function, the branch or the department as required such as HRA TAM Contacts Group.

Perform at the newly-professional level for recruitment activities for administrative support, entry-level positions as well as interns when needed. Also support provided to non-management classification review and processes:

  • Ensure all approvals are received for assigned competitions as required to proceed with recruitment process
  • Consult with HRC and line manager for recruitment and development of advertisement plan.
  • Develop screening and interview criteria, assist in screening and develop interview plan and evaluation tools.
  • Chair selection panels and participate in the evaluation and selection of the successful candidate.
  • Confirm assessment through reference checks and finalize letter of offer and conditions of employment.
  • Assist with the review, change analysis and recommending PREP allocation for new or cover off non-management positions ensuring timely and equitable job evaluation and compensation for employees
  • Support various classification projects such as position data integrity, position file review and classification review communications.
  • Produce change analysis, conduct desk and/or personal audit (as appropriate), and recommend a point allocation for entry level and intern positions, as needed, with supporting documentation with aide from HRC for entry level Subsidiary 1 & 2 positions.

Scope

 
  • Position prioritizes own workload to meet essential deadlines including those for recruitment advertising and salary administration cut-off dates; decides when workload requires assistance from other HRA's in order to meet deadlines. May make recommendations regarding changes to office procedure and administrative processes such as restructuring activities and recruitment process. The position also provides a wide range of office support services.

Knowledge, Skills and Abilities

 
  • Position requires an in-depth knowledge of administrative policies, procedures and standards pertaining to recruitment and classification as well as the ability to work independently, with a high degree of attention to detail.
  • In-depth knowledge of IMAGIS and excellent human relations skills.
  • Team Player.
  • Proficient with Microsoft Office: Word, Outlook, Power Point and intermediate level of Excel.
  • Position typically requires a Grade 12 Diploma and 3 years related experience.

Contacts

 
  • Position has considerable contact with internal and external clients typically for the exchange of the information.
  • Position must liaise with clients, HR Consultant, HR director and pay and benefits, PSC and DDB.

Supervision Exercised

 
  • None.

 

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