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| Title |
Administrative Assistant to the Director of HR |
| Job ID |
2013027 |
| Positions Available |
1 |
| Hours of Work |
Monday - Friday, 8:15 am - 5:00 pm (Compressed Work Week) |
| Job Status |
Regular Full Time |
| Position Overview |
This position provides full administrative and operational support to the Director of Human Resources by ensuring relevant day-to-day correspondence, information, inquiries, and appointments are dealt with promptly and by ensuring the Director is informed of emerging issues and deadlines. Key examples of responsibilities include: - Manages the flow of information to and from the Director in the form of email, mail and calendars, inclusive of internal and external correspondence draft preparation.
- Filters, redirects and prioritizes outgoing and incoming information of the Director’s office.
- Preparation of the HR divisional budget and ongoing monitoring and identifying of variances from the budget expense report.
- Processes employee reimbursements and per diem requests, including approving and processing payments for a variety of purchase orders and invoices from vendors and employees.
- Establishes and maintains internal filing systems (both REDMS and hard copy) for the Division.
- Maintains confidential records pertaining to HR/LR issues including collective bargaining.
- Schedules, coordinates and prepares meetings, agendas, minutes and catering for a variety of meetings, including any follow up requirements regarding meeting outcomes.
- Manages grievance hearing electronic and hard copy records and schedules grievance hearings.
- Administers City wide Long Service Recognition Awards program and coordinates City wide organizational charts.
- Researches, compiles and disseminates information and statistics for staff and management reporting requirements.
- Collects, enters, processes and verifies biweekly timekeeping for Human Resources Division.
- Conducts research (usually internet-based) and report writing as required.
- Coordinates and assists with special projects as required; will also be a resource for various functional areas of Human Resources to support workload, as required.
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| Education & Experience |
Completion of Grade 12 supplemented by training or education related to office administration, accounting, customer service and office software applications, plus 3-5 years of progressive administrative/secretarial experience at a senior level, preferably in a municipal or unionized environment. |
| Knowledge & Skills & Abilities |
- Ability to act with tact, diplomacy, discretion and a high degree of confidentiality.
- Ability to set priorities and anticipate service needs amidst changing demands and deadlines.
- Ability to establish and maintain effective working relationships with staff and external clients.
- Ability to develop, implement and maintain user friendly and effective organizational filing systems.
- Skilled in preparing divisional budgets and managing budget expense reporting.
- Demonstrated knowledge of invoice payment requirements, including reimbursement processing procedures.
- Ability to evaluate office systems, methods and procedures, recommend efficiencies and put creative solutions into practice.
- Ability to communicate effectively, both verbally and in writing, using proper business grammar and presentation.
- Ability to accurately and efficiently compose and transcribe minutes, notes and research on a variety of topics.
- Strong customer service skills and proven ability to be self-directed.
- Ability to prioritize and keep multiple tasks on schedule, while evaluating and expediting time sensitive material.
- Skilled in using software programs including: Microsoft Word, Excel, PowerPoint, Outlook, Visio, PeopleSoft HRMS and REDMS or a similar records management system.
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| Working Conditions and Effort |
This position performs duties in an office environment. |
| Group |
Exempt |
| Division |
Human Resources |
| Department |
Deputy CAO Administration |
| Posted Date |
1/31/2013 |
| External Closing Date |
2/17/2013 |
| PS Pay Band |
Corporate Support 2 |
| Compensation Range |
$49,406 - $61,757 (Annually) |
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The City of Richmond wishes to thank all applicants for their interest in this career opportunity; however, only those candidates considered for the position will be contacted.
No telephone inquiries please.
The above statements are intended to describe the general nature and level of work applicable to this position and are not intended to be an exhaustive list of all responsibilities, duties and skills required.
The City of Richmond is an equal opportunity employer.
We encourage all qualified individuals to apply, however, our positions are restricted to those legally entitled to work in Canada.
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