HR Associate Full-time Job

Main Purpose and Function

As a member of the Human Resources Service Centre team, performs administrative functions and provides professional level support services to the organization’s business units and to the overall Human Resources (HR) department.  The HR Associate provides front-line services and support to leaders and staff in relation to HR processes, policies, established interpretations and related questions. The Human Resources (HR) Associate performs workflow updates in relation to the maintenance and processing of all aspects of the employee life-cycle including hiring, status changes, position changes, benefits updates, terminations, grievances, training and absence documentation.  Running reports to reconcile and confirm accuracy of data, to prepare grievance and file summaries and other related research is also required.

 

Specific Duties and Responsibilities

• Responds to inquiries from managers, HR staff, and employees on a variety of HR related issues regarding HR policies and procedures, collective agreements and employment standards matters
• Researches, summarizes and provides advice to ensure City policies and collective agreement provisions are followed
• Provides information and education directly to employees regarding benefit eligibility and coverage, bank entitlements, pay rates, and seniority
• Processes and maintains employee benefits, pension and compensation information through various workflow systems and SAP by verifying accuracy of electronic staff action forms (eSAF) and compensation action forms (eCAF) and confirming as required
• Problem-solves with payroll staff, HR team members and business unit with respect to overpayments, reclassifications, and time entry related issues including researching and recommending next steps
• Updates and utilizes various databases and systems (e.g. SAP, GMS) to create and respond to data and reporting requests
• Extracts data to identify trends, issues for resolution, or find data discrepancies and initiate action as required. Works closely with HR Analytics team and the business unit to ensure data validity
• Manipulates data  summarizing it for presentation as appropriate for the required audience including HR Consultants, Managers, and business units
• Maintains position control within SAP, including creating new positions and organizational units and structures
• Maintains and drafts Job Share Agreements compatible with organization policy and collective agreements
• Prepare retirement reports for employees and departments, calculating last day worked based on work schedule and quota bank
• Provides ad hoc training to managers and employees on various HR systems and processes
• Researches, calculates, and provides explanation on various reports such as attendance, seniority dates, and other HR system reports 
• Participates in, makes recommendations on, and documents various HR processes including collective agreement implementation, policy implementation, and HR process improvements ( including technology such as Service Now)
• Provides organizational and administrative functions such as maintaining filing systems (VanDocs)
• Creates a variety of case files for the functional areas, ensures complete file content and appropriate file naming convention
• Reviews, processes and maintains records related to the grievance process and collective bargaining
• Schedules meetings/workshops and takes minutes at a variety of HR related meetings including, grievance, and investigation meetings
• Other duties/responsibilities as assigned
   

Qualifications

Education and Experience:

• Diploma in Human Resources and three years’ related experience in a unionized environment or an equivalent combination of education, training, and experience
• Experience in benefit administration will be given preference

 

Knowledge, Skills and Abilities:

• Ability to explain and apply HR programs, policies, procedures, and collective agreements
• Working knowledge of grievance  practices and procedures
• Working knowledge of benefits administration and pension rules
• Ability to research and analyze a variety of HR-related data and issues
• Considerable experience using an HRIS to extract, analyze and summarize HR data
• Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, and reports
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information
• Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions
• Ability to build and maintain effective working relationships at all levels of the organization to provide exceptional customer service
• Ability to work independently and work collaboratively in a team environment
• Ability to use computer software such as Excel, PowerPoint, Microsoft Word, Outlook, Internet, SAP
• Ability to perform complex mathematical calculations with speed and accuracy

 

An enhanced Police Record Check may be a requirement of the regular full-time position; a clearance requires the absence of any criminal charges or convictions related to this position. 

 

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

 

Business Unit/Department: Human Resources (1020) 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: September 2024 

Position End Date: February 2026 

Salary Information: Pay Grade RNG-040: $62007 to $77504 annually

 

Application Close: August 9, 2024

Ottawa is Canadas capital, in the east of southern Ontario, near the city of Montréal and the U.S. border. Sitting on the Ottawa River, it has at its centre Parliament Hill, with grand Victorian architecture and museums such as the National Gallery of Canada, with noted collections of indigenous and other Canadian art. The park-lined Rideau Canal is filled with boats in summer and ice-skaters in winter.