Position Profile


Job Title:  Human Resource Assistant

Work Unit:  Human Resources

Ministry:   Alberta Environment and Parks

Competition Number:  1042894

Date:  June 2017
 

Purpose

 

Reporting to the Manager, HR Systems, this position provides administrative support and assistance to Human Resource Consulting team, HR Leadership, Ministry clients and the general public. This includes all the administrative responsibilities pertaining to staffing, classification and employee relations and requires considerable contact with all parties to coordinate and complete requirements. As part of the HR support team, key areas of focus for this position include the maintenance of the file and records management system, generating HRIS reports for clients, and Imagis data integrity.

Responsibilities and Activities

  1.

Staffing administrative responsibilities including:

Activities:

  • Tracking of all staffing requests received until signed off by appropriate delegated authority.
  • Record all staffing requests for competitions and exemptions on recruitment summary report.
  • Liaison with line staff regarding clarification on discrepancies on staffing requests and position descriptions that are submitted.
  • Set up advertisements in IMAGIS and verifies information (i.e. salary, grammar, approvals) ensuring deadlines are met and recruitment standards followed.
  • Enter applicant information in IMAGIS, downloads and prints resumes, verifies candidate listings.
  • Provide information and responds to inquiries from internal and external candidates.
  • Arrange interviews, copies and assembles interview packages, administers written portions of interviews.
  • Update IMAGIS and Recruitment Summary report throughout various stages of recruitment.
  • Ensure records for security screening, academic credentials and recruitment expenses are completed and recorded as per policy.
  • Complete a variety of correspondence including offer letters, secondment agreements, regret letters, temporary salaried position extension letters, and specialist modifier letters as directed by a HRC. Checks all
    correspondence for accuracy and adherence to HR directives and collective agreement (i.e. probationary period, anniversary date and salary setting, etc.)
  • Distribute offer letters, classification notifications, etc.
  • Ensure all information requirements and documents are included in the competition file and closes competition in IMAGIS.
  • Enter into IMAGIS "Exemptions from Competition" information and follows established exemption process.
  • Ensure recruitment expenses (advertisement costs and travel expenses incurred by candidates) are completed and recorded as per HR directives and policies, and forwarded on to area for payment.
  • Set and confirm acting pay for HRC/HR Manager approval.
     
  2.

Provide back-up assistance to HRC (as required) for recruitment responsibilities including:

Activities:

  • Complete recruitment (as required by HRC) for entry level administrative support positions in Edmonton:
    • Work with Entry Level Administrative Support Recruitment Team (ELRT) to obtain qualified candidates resumes by preparing necessary documentation.
    • Follow timelines established by ELRT and provide info as requested.
    • May support the HRC by assisting with development of job advertisements and interviews.
    • Regret candidates (verbally or written).
  • May be required to assist HRC with screening resumes, drafting ads, reference checking, obtaining pre-employment checks, making offers, etc. for other bargaining unit positions.
     
  3.

Classification administration responsibilities including:

Activities:

  • Check position descriptions submitted, completes acknowledgement and records on IMAGIS and
    Classification Summary report.
  • Complete and/or check the Position Classification Decision form and Classification Memo for accuracy and adherence to HR directives (i.e. salary, anniversary date).
  • Creates, updates, and reclassifies positions in IMAGIS.
  • Process growth reclassifications by following up with employee/manager as required, and completing classification documentation for HRC approval.
  • In consultation with HRC/Manager, review salary directive/promotional guidelines in relation to classification decisions in order to complete classification notification memo.
  • Assists HRCs in gathering information and compiling Departmental Appeal Board and Classification Appeal Board submissions.
  • File position documentation on paper position files or ERKS-Live Link.
     
  4.

Department Budget Table:

Activities:

  • Process salary/wage charges/dept id change forms, ensuring appropriate Chartfield combination coding for budget/GL mapping, Dept Level, Position Pool or Appointment Level funding.
  • Create position pools as required.
  • Follow-up with line area or Pay and Benefits for any employee salary charge issues.
     
  5.

Employee Relations:

Activities:

  • Assist with preparing grievance, discipline and position abolishment correspondence when required as backup.
  • Enter all grievance, discipline and abolishee information into IMAGIS.
     
  6.

Human Resource Projects:

Activities:

  • Lead and/or participate in administrative projects in support of HR priorities. Participate in the development
    of initiatives, research best practices, and liaise with HR staff and stakeholders in relation to special projects.
    (e.g. PREP, summer recruitment, process binder).
     
  7.

Public Relations and Coordination of Information Inquiries:

Activities:

  • Responds to candidates inquiring on status of application or general inquiries on employment opportunities.
  • Responds to worksite HR related inquiries such as location of HR guidelines, policies, procedures. regulations, Master and subsidiary agreements, and other information available on the CHR website.
  • Respond to field staff and HRC inquiries regarding IMAGIS reports and information.
  • Liaison with payroll regarding issues relating to offer letters, classification, benefits, acting pay, etc.
     
  8.

Office Maintenance:

Activities:

  • Sort and distributes incoming and outgoing mail, photocopying, faxing, and scanning.
  • Provide assistance to team members with computer/IMAGIS troubleshooting.
  • Assist with record archival and file maintenance.
  • Collect agenda items and take minutes at HR Operations meetings.
  • Schedule meetings and book boardrooms as required.
  • Backup support to Human Resource Assistants and reception.

Scope

 

Position provides a range of complex office support work services for HR Operations.   Position prioritizes own workload to meet essential deadlines including those for recruitment advertising and salary administration cut-off dates.  May make recommendations regarding changes to office procedure and administrative processes to improve efficiency of operations and service delivery.

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.
  • In-depth knowledge of IMAGIS and excellent human relations skills.
  • Working knowledge of Collective Agreement, HR Directives, Subsidiary Agreements and FOIP legislation in order to staff and classify positions, and answer questions for both internal and external clients.
  • Team Player.
  • Communication skills – verbal and written.
  • Time management and organizational skills.
  • Relationship building skills.
  • Position requires a High school Diploma and 3 years related experience.
  • Working knowledge of Microsoft Office: Word, Excel, Outlook, Visio and OrgPlus.
  • Additional training or coursework in HR Management, Staffing, and Classification is an asset/desirable.

Contacts

  Position has considerable contact with internal and external clients typically for the exchange of information.

Supervision Exercised

  N/A

 

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