Human Resources Assistant (Exempt)

January 11, 2024
INTERNAL / EXTERNAL POSTING
HUMAN RESOURCES ASSISTANT (EXEMPT)
Campbell River is a scenic, oceanfront community framed by extensive waterfront, west coast forests and snow-capped mountains. The area is renowned for its natural beauty and recreational opportunities such as skiing, kayaking, fishing, mountain biking, hiking, golf, and endless opportunities to experience nature. The moderate climate allows residents to participate in numerous outdoor activities on a year-round basis.
School District 72 (Campbell River) is located on the east coast of central Vancouver Island, extending north to Sayward and south to Oyster River. The District also includes the outer islands of Read, Cortes, and Quadra. The District serves over 5,500 students in 18 schools with a diverse range of programs that are progressive and responsive to the educational needs and interests of students.
School District 72 operates on the territories of the Laichwiltach, Klahoose and K’omoks First Nations and we honour these relationships. We also respect and value the relationships with the Homalco First Nations, all other First Nations, Métis, and Inuit peoples who reside in these territories. This land has always been a place of learning and we are thankful to live, work, learn and play here. It is with respectful consideration that the programs and services provided to students and staff acknowledge their histories, cultural contributions, and contemporary concerns.
THE POSITION
Reporting to the Director of Human Resources and the Human Resources Officers, the Human Resources Assistant will provide knowledge and expertise relative to recruitment and customer service. This exempt position will have a key role in supporting the day-to-day administrative and Human Resource functions of the department.
RESPONSIBILITIES
Responsible for supports to recruitment such as creating and maintaining information on job postings, internal and external job publications, creating ad plans, supporting applicant screening and shortlisting, scheduling selection panels, coordinating interviews, administering skills-based testing, and reference checks.
Responsible for preparing and compiling staffing documents and information for annual staffing events, employee transfers, reassignments, or layoffs.
Responsible for preparing and developing Human Resources correspondence, including employment appointment and verification letters.
Leads new employee onboarding and orientation; tracks performance management, probationary and trial periods, and follows-up with managers.
Has superior technical proficiency and knowledge regarding the automation of Human Resources’ functions, the Human Resources Information System (HRIS), on-call dispatch programs, and Microsoft Office Suite.
Responsible for maintaining employee records in the HRIS, such as demographics, assignments, leaves, returns, lay-offs, resignations, retirements, and other status changes. Meets critical deadlines and reconciliation requirements with payroll on a regular basis. Ensures complete accuracy, confidentiality, and compliance with legislation, employment laws, collective agreements, and other District policies/protocols.
Provides guidance and where required, troubleshoots leave records to ensure accurate categorization and coding.
Troubleshoots between Payroll, Human Resources, school sites and/or necessary departments to navigate and resolve discrepancies. Verifies accuracy of employee status for pay purposes.
Updates and maintains dates of seniority lists; reconciles changes; provides guidance regarding seniority to the unions and employees; and, monitors and prepares guidance for the effective distribution of seniority lists in accordance with collective agreement language.
Monitors availability of casual employees to inform recruitment planning and requirements; maintains and updates casual call-out records; advises HR Dispatch of demographic and availability changes; and, provides emergent support to Dispatch as needed.
Provides a variety of administrative support including but not limited to arranging meetings, appointments, contracts, general correspondence, minutes, reports, and research to the Human Resources Manager/Officer/Director.
Responsible for all HR filing and information management, as required.
Facilitates and supports various projects, events, and initiatives coordinated by the Human Resources Department.
Creates content for HR publications supporting employee understanding of benefits.
Coordinates employee surveys, training initiatives, employee events, and staff in-service development.
Other duties as assigned.
REQUIRED QUALIFICATIONS
A two-year diploma or certificate program from a recognized institution, with a focus on Human Resources; or, an equivalent combination of skills and Human Resources-related experience.
A minimum of two (2) years’ experience in a Human Resources or senior administrative role in a unionized environment.
Strong technical proficiencies with Human Resources Information Systems (HRIS) and with other computer programs including Microsoft Word, Excel, PowerPoint, Canva, and Outlook.
Strong interpersonal skills with the adept ability to connect with varying audiences.
Ability to handle a high volume of detailed administrative work quickly and accurately.
Ability to set priorities and to meet deadlines while handling a high volume of interruptions.
Ability to handle confidential and sensitive material in an appropriate manner.
Ability to work independently, think critically and creatively, and solve complex issues.
Flexible self-starter with excellent planning and organizational skills.
Excellent organizational skills with attention to detail.
Proven ability to plan and follow up on projects ensuring that all projects are completed in a timely manner and in accordance with established policies.
Strong understanding of customer service delivery.
Strong communication and interpersonal skills, both orally and in written form.
Willingness to work as a team member assisting with all routine duties in the Human Resources Department.
Results oriented with the ability to meet deadlines and thrive in a fast-paced team environment.
WORKING CONDITIONS
This position works in an office environment. Conditions of employment are established by SD72’s exempt terms of employment and the Human Resources’ policies and procedures. As such, normal work hours are 8:00 a.m. to 4:00 p.m., Monday to Friday.
The starting annual salary for this full-time Human Resources Assistant is expected to be between $68,388 and $76,000 and will include a complete benefits package and opportunities for professional development.
HOW TO APPLY
Interested candidates are invited to submit their application, complete with a cover letter addressed to
Ms. Andrea Dawe, Director, Human Resources; a curriculum vitae, proof of degree(s), professional certifications, and a list of three professional references, with permission to contact each in confidence.
The successful candidate will be required to consent to a Criminal Records Check prior to employment.
We encourage applications from all qualified individuals, including Indigenous, Black, people of colour, all genders, 2SLGBTQ+, and all persons with disabilities. Accommodations are available for interviews and in the workplace.
This position will remain open until a suitable candidate has been identified with first review of applications at 3:00 p.m. on Wednesday, January 24, 2024. Interested applicants must apply via Make a Future www.makeafuture.ca/campbell-river.