Permanent Full-Time HR Services Representative

Permanent Full-Time

HR SERVICES REPRESENTATIVE

The Avon Maitland District School Board is inviting applications for the position of HR Services Representative, within the Human Resource Services department at the Education Centre in Seaforth, Ontario.

The successful candidate will be responsible for working collaboratively and providing administrative support to the HRS Staffing Officers, Health and Wellness Officers and Recruitment and Retention Officer for certain employee groups by ensuring all employee lifecycle changes are accurately reflected in our Human Resource Information System (HRIS) and in our employee personnel files, as well as maintaining SmartFind Express operation and system administration, maintaining Parklane and WSIB claims processing, supporting career fair preparations, general HR administrative support, assisting with coordination of supply staff interviews and associated tasks.

Essential Functions and Responsibilities 

• Provide prompt and efficient customer service to employee/visitor queries (via in-person/phone/email) that are general in nature which may involve explaining policies/procedures or assisting with the completion and processing of paperwork while maintaining sensitivity to the issues and understanding the importance of diplomacy and confidentiality;
• Provides departmental support with all transactional HR functions relating to recruitment, staffing and associated contract administration;
• Accurately key transactions in HRIS and other systems related to position, compensation, absence, transfer, sick leave, benefits, terminations and retirements;
• Enter all reported incidents into Parklane, process WSIB Forms 7’s when required and file WSIB documentation;
• Works with other HR Services Representative to maintain aspects of SmartFind Express including but not limited to the system parameters, system configuration, employee data, field/troubleshoot and employee/school enquires;
• Monitor unfilled jobs and assist Staffing Officers and schools with filling jobs with supply staff where required; issue reminders to verify as needed;
• Assist Health and Wellness Officers with design, promotion and analysis of Board initiatives;
• Meet regular system deadlines for data entry;
• Gather, track and summarize emailed employment applications for support staff job postings, sets up interviews and conducts reference checks as assigned;
• Prepares and distributes new hire packages new hires and respond to inquiries accordingly;
• Prepares job fair materials to support Recruitment and Retention Officer and HRS Staffing Officers;
• Supports preparation of materials for new employee orientation sessions, staff development, and other employee communications, as assigned;
• Assists with annual supply list reactivation processes and removals from list;
• Assists with maintenance of supply and seniority lists;
• Assists with preparation of data, reports etc. for staffing meetings;
• Responds to internal and external Human Resources related inquiries from employees, union leaders, supervisory officers, department managers and other parties;

• Assists with updating electronic surveys to collect data as per collective agreement requirements;

• Prepares and proofreads forms, correspondences and documents related to the staffing processes;

• Creates employee files and files documents and records as necessary;

• Performs general office duties including but not limited to filing, copying, distribution of incoming mail and employee correspondence and ensures outgoing mail is distributed accordingly

• Acts as back up to the other HR Services Representative;

• Performs other Human Resources related duties as directed.

   

Education, Qualifications and Experience

• Completion of a minimum one-year certificate in office administration/Human Resources studies or other related program of study and one year working experience in office administration/human resources or equivalent combination of education and experience.
• Ability to maintain strict confidentiality.
• Must possess competent keyboarding skills and be computer literate with specific experience in Microsoft Windows, Microsoft Office, and Windows programs WORD and EXCEL; experience with Human Resource software, SmartFind Express and Parklane would be an asset.
• Ability to work with all levels of employees and departments and provide professional customer service.
• Well-versed in proper grammar, spelling, punctuation, and composition.
• Effective and diplomatic oral and written communication skills.
• Proven skill to format and draft correspondence and forms.
• Ability to accurately proofread materials.
• Ability to work under pressure and meet deadlines.
• Ability to organize, prioritize and multitask.
• Ability to take initiative and work with minimal supervision.
• Knowledge of human resources operations would be an asset 

   

Hours of Work: 35 hours per week - permanent 12-month position

Rate of Pay: $41,002 – $47,751 - In accordance with the Terms and conditions of Employment for Non-Union, Management, Administrative and Supervisory Employees

Pension Plan: Defined pension plan through the Ontario Municipal Employees Retirement System (OMERS)

Health & Dental Benefits:

• Extended and Supplementary Health, Paramedical Services, Dental, including Orthodontics, Out of Province/Country and Health Care Spending Account 

Start Date: As soon as possible

Interested applicants are requested to apply through amdsb.simplication.com (steps are below) including three supervisory references by 4:00pm on Tuesday, January 31, 2023.

How to Apply?

1. Register/Login to amdsb.simplication.com
2. Search Jobs
3. Job Code: 3410132
4. Select “Apply”

If you require assistance with amdsb.simplication.com, please call Simplication customer service at 1-877-900-5627. 

We thank all applicants for their interest in opportunities with the Avon Maitland District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position.  

Communication with short-listed applicants will be made through the contact information (email address and/or phone number) provided on the applicant’s amdsb.simplication.com profile page.

The AMDSB is committed to equity in employment and equitable hiring practices that allow us to engage qualified staff who reflect diversity. We will make any reasonable accommodation, based on any of the human rights protected grounds, to support candidates to participate in the hiring process.

Lisa Walsh, Director of Education                                                          Nancy Rothwell, Chair