Description:
The incumbent acts as a resource to others inside and outside the organization and consistently presents a professional attitude.
Major Responsibilities – Human Resources
- Provide a wide range of clerical and administrative support to the Human Resources team.
- Support all activities of the recruitment process including scheduling and coordinating interviews, conducting phone screens, booking meeting rooms, typing, and updating interview guides, printing packages for the interview panel, conducting reference checks.
- Assist in supporting the Human Resources team with scheduling team meetings (in-person and virtual), coordinating handouts and recording meeting minutes.
- Support all internal and external HR-related inquiries or requests as required.
- Assist the department with document control procedures for job descriptions, performance evaluation and other document templates.
- Maintain accurate and up-to-date human resource files, records, and documentation, ensuring security, integrity and confidentiality of data of the physical and digital electronic records of employees.
- Respond to inquiries from job applicants and employees and refer the more complex questions to appropriate senior-level HR staff or management.
- Assist with maintaining, issuing, and filing of performance review documents.
- Assist with the coordination of onboarding and orientations for new employees.
- Assist with the development and maintenance of all Town job descriptions.
- Assist with the coordination and tracking of employee training.
- Responsible for safeguarding all physical personnel files.
- Perform other all other HR administrative duties as assigned.
Major Responsibilities – Office of the CAO
- Provide superior and discreet support to the CAO and members of the Administration team.
- Organize and schedule meetings as directed using Microsoft Outlook.
- Send out reminders of action items to the Senior Leadership Team and to Council members as directed.
- General administration duties including drafting letters and emails, filing, receiving and delivering mail courier.
- Respond to voicemails and phone calls.
- Function as back up support to the Executive Assistant to the CAO.
- Assist with the creation, preparation and distribution of agendas as well as taking minutes for Council and management team meetings.
- Attend committee meetings as assigned, record meeting minutes and action items and distribute in a timely manner to stakeholders.
- Vacation and general coverage for the Executive Assistant to the CAO.
Minor
- Assist with the coordination of Years of Service awards and incentive programs for staff.
- Maintain current employee Criminal Record Checks and Drivers’ Abstracts.
- Assist the Health & Safety Coordinator with management of employee health and safety programs.
- Participate in Social Committee initiatives and Health & Safety Committee meetings.
- Assist with the planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties and retirement celebrations.