Position Profile


Job Title:  Talent Acquisition Assistant

Work Unit:  Labour & Employment Practices/Talent Acquisition & Total Comp./Talent Acquisition

Ministry:   Alberta Public Service Commission

Competition Number:  1043365

Date:  July 2017
 

Purpose

 

The Public Service Commission provides corporate Human Resource strategies, policy, frameworks, and strategic support services enabling departments to fulfill their Business plans.

The Talent Acquisition Unit, in collaboration with the HR Community and Public Service Commission (PSC) partners, provides advice, tools and supports that reflect the Staffing Principles to ensure that strategies, policies and processes support the recruitment and selection of top talent to deliver quality programs and services to Albertans.

This position is responsible for providing administrative, program and systems support to the Talent Acquisition Director and a team of Talent Acquisition Advisors on a variety of cross government and HR community talent acquisition related initiatives. General office administrative functions include preparing action request/briefings and other documents, budget and records management.

Responsibilities and Activities

 

Administrative Support

  • Provide leadership and coordination of the administrative functions to support efficient and effective operation of the Talent Acquisition Unit:
    • Develop and maintain administrative support systems and procedures for the Unit
    • Maintain a high level of organization by booking calendars, scheduling meetings and making travel arrangements (ensuring all necessary authorizations are completed).
    • Prepare the Talent Acquisition Director for meetings by gathering meeting material and providing documents for review in advance.
    • Review incoming correspondence (internal, external and electronic) for the Director by prioritizing issues and taking appropriate actions. This may include composing responses, forwarding tasks onto the most appropriate Talent Acquisition Advisor and bringing significant items to the Director’s attention.
    • Coordinate and draft Action Requests, ensure responses are entered into the ARTS system and sent within specified timelines. Review Action Requests to ensure the format is appropriate, and special requirements and instructions have been addressed, including compliance with the appropriate templates.
    • Provide professional assistance with printing, photocopying, filing and preparing/formatting documents for Talent Acquisition Advisors.
    • Record meeting minutes for reference by team members.
    • Coordinate and track budget information working with spreadsheets. Monitor and forecast expenditures by: tracking historic expenditures, meeting with the Director and Talent Acquisition Advisors to determine future expenditures, preparing accurate monthly forecasts, reviewing and tracking expenditures, identifying surplus or over-spending and bringing it to the Director’s attention along with recommendations for dealing with the situation.
    • Code, review and reconcile invoices including expense claims submitted to the Director for signature ensuring government guidelines have been adhered to.
    • Coordinate records management, creating and maintaining efficient paper and electronic systems for Talent Acquisition records.
    • Maintain Staffing Complaints tracking spreadsheet.
    • Delegated Authority.

Program Support

Apply knowledge of GoA recruitment processes, as well as research, writing and presentation skills, to support a variety of Staffing/Talent Acquisition programs:

Job Board Inquiries

  • Respond to inquiries from applicants on a daily basis ensuring timely turnaround.
  • For inquiries not related to GoA Jobs, research and provide options to further assist job-seekers.
  • Trouble shoot and problem solve with ministry contacts and applicants regarding technical issues that arise.
  • Liaise with HR Community representatives to ensure “Contact Ministry HR Offices” contact information online is up-to-date and accurate.

Job Requisition Assistance

  • Provide assistance to HR Community in developing and entering screening questions into IMAGIS for specific job requisitions.
  • Provide reporting of results back to requesting department in a timely manner.
  • Develop a library of questions for use by the HR Community.

Talent Acquisition Training Programs for the HR Community and Hiring Managers:

  • Coordinate facility booking for training programs as necessary.
  • Check registrant pre-requisites and follow-up with registrant to confirm eligibility and respond to questions.
  • Maintain registration tracking list to monitor status of registrations. Coordinate with the GoA Learning Center to confirm registrations.
  • Coordinate the printing of course materials through Service Alberta Print Services.
  • Monitor printing budget and track expenses.
  • Compile course materials for participants.
  • Send signed class list to GoA Learning Centre.
  • Enter course evaluation details into evaluation summary template and spreadsheet, if applicable.

Student Summer Employment Registration Service (SSERS)

  • Main contact for designated ministry HR contacts for questions/issues regarding SSERS.
  • Maintain list of ministry designated HR contacts.
  • Communicate with ministry contacts regarding status updates, technical issues, information session, etc.
  • Monitor student registrations and respond to inquiries from students which may involve initial troubleshooting of technical issues.
  • Liaise with IT Services when technical issues arise.
  • Work with Talent Acquisition Advisor to identify technical enhancements to SSERS ; perform User-Acceptance Testing.
  • Work closely with the Talent Acquisition Advisor responsible for the overall SSERS program.

Administrative Support Online Testing Services

  • Provide information on the services provided.
  • Work with ministries to complete set up of online testing services
  • Respond to ministries inquires
  • Troubleshoot with provider when necessary.

Security Screening

  • Support annual reporting of security screening, including: preparation of ministry lists and memos from the Public Service Commissioner to Deputy Ministers and Human Resource Directors requesting ministry updates; drafting memos from the Deputy Minister of Executive Council to Deputy Ministers; and maintaining database .

Website Administration

  • Provide support in the development/maintenance/testing of area’s website content and functionality. Work with Talent Acquisition area resources and department web administrators to ensure materials/tools are current and effective.
    • Eg. responsible to research and update content items such as “Organizations under the Public Service Act” resource information for HR Practitioners posted on the PSC’s website.

Project Support

  • Provide support to the Director and Talent Acquisition Advisors in a variety of projects as they arise. Eg. Workforce Adjustment, Hiring Restraint and development of new initiatives.
  • Develop and maintain reporting/tracking tools
  • Develop communication/information tools – power point, FAQ’s, and production of related materials as requested.
  • Book meeting rooms, arrange registration for sessions, hosting arrangements.

Systems Support

  • Use knowledge of HR Information Systems to assist with design, testing, implementation and trouble-shooting for a variety of Talent Acquisition systems:
    • Liaise with ministry human resource offices and IBM to resolve and/or report issues with Candidate Gateway (GoA Jobs website).
    • SSERS: Work with IT to trouble-shoot technical issues and test enhancements.
    • Support related IMAGIS COR implementations or upgrades as required.
    • Access IMAGIS data and provide technical assistance to applicants applying for jobs online.
    • Liaise with the Recruitment Advertising Agency of Record to streamline recruitment advertising expenditure reporting. Work closely with Talent Acquisition Advisor to analyze and report on recruitment advertising expenditures.

Scope

 

Position provides administrative, program and systems support to the Talent Acquisition unit.  The position takes a lead role in the coordination and delivery of administrative services. Working with a team of Talent Acquisition Advisors, the position provides program and systems support that impacts the GoA HR Community and applicants (employees and members of the public).

The position is expected to work with a great level of independence and consults with others as appropriate to identify and/or resolve issues/concerns that affect the Talent Acquisition unit. The position will identify areas for improvement and make recommendations regarding enhancements to administrative processes/and procedures.

The position works closely with stakeholders including vendors, service providers, the public, GoA Learning Centre, other employees in the PSC, HR Community and other ministries.

Knowledge, Skills and Abilities

 
  • Typically requires a high school diploma supplemented by extensive administrative support experience
  • In-depth knowledge of computer applications including Microsoft Word, Excel, PowerPoint and Outlook
  • Working knowledge of IMAGIS including in-depth knowledge of recruitment modules to verify information,
  • Working knowledge of the Action Request Tracking System (ARTS)
  • Working knowledge of Opinio – electronic survey tool
  • Good working knowledge of office administrative systems and procedures as well as government policies, including government financial, records management process and procedures
  • Knowledge of recruitment processes
  • Some knowledge of basic research techniques to gather and assess information on a variety of issues/topics
  • Strong organizational skills and ability to work independently and in a team environment
  • Strong analytical skills and ability to apply those skills to daily tasks
  • Good communication and interpersonal relationship skills
  • Time-management and prioritizing of duties required
  • A good understanding of government organization, the PSC and Talent Acquisition unit role

Contacts

 
  • Daily contact with job board applicants (employees & public) responding to inquiries, trouble shooting.
  • Daily contact with coworkers to provide assistance with task completion.
  • Contact with the Public Service Commissioner’s Office , ADM LEP office and Communications division to facilitate the coordination of Action Requests and any other issues as required.
  • Contact with ministry HR Offices related to Job Board inquiries, information updates, system issues, training, SSERS, etc.
  • Contact with course registrants regarding pre-requisites, registration status, inquiries, etc.
  • Contact Service Alberta print services for print jobs required.
  • Contact with government courier service and private courier services for shipping and receiving of materials.
  • Contact vendors for maintenance and supplies for office equipment.

Supervision Exercised

  N/A

 

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