HR PROGRAM ASSISTANT

Division & Section: People & Equity, Occupational Health, Safety & Wellness

Job Type & Duration: Full-Time, 1 Temporary Vacancy (11 months)

Salary: $58,527.00 - $71,958.00, TX0006 and Wage Grade 3.5 (2024 Rate)

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 27-JAN-2025 to 17-FEB-2025

Our People and Equity Division is looking for HR Representatives to join the Occupational Health, Safety and Wellness team. In this busy administrative role, you will support a team of Human Resources professionals that provide a broad range of expertise and consultation to managers and employees of City divisions. Functional areas supported include: Occupational Health & Safety, Disability Management, Enterprise Learning Initiative (ELI) Learning Management, and Employee Health and Wellness (EHW).

Major Responsibilities:

Occupational Health, Safety and Disability Management

• Compiles, summarizes, and analyzes data/statistical information related to Occupational Health, Safety & Disability Management programs, procedures, and policies.
• Liaises and communicates with corporate Pension, Payroll, and Employee Benefits staff, divisional staff, union representatives, and external stakeholders on People & Equity related issues.
• Uses a variety of computerized systems and software applications such as QuatroSafety, SAP, and LiveLink.
• Administers the Toronto Public Service Training (TPS) Calendar for the Occupational Health, Safety & Wellness team, including the coordination of all scheduled and intact training sessions.
• Provides a high level of customer service to clients and other stakeholders, communicating information and responding to inquiries/requests as it relates to training and other program-related matters (including assistance with training registration, withdrawals, and cancellations).
• Conducts research, compiles, summarizes, and analyzes data/statistical information related to learning systems, tools, procedures, and policies.
• Provides resource aids, manuals, attendance lists, training data, etc., to meet training needs.
• Organizes, arranges, and inputs yearly courses and sessions in the learning management system for the Toronto Public Service training calendar.
• Participates in administrative and team projects relating to People & Equity programs and services that include making recommendations for operational and system improvements pertaining to training needs assessments, functional testing, and report testing.
• Uses a variety of computerized systems and software applications such as ELI, SAP, SuccessFactors, and Articulate Storyline.

Employee Health & Wellness

• Provides administrative and clerical functions related to EHW including reviewing, analyzing, and reconciling accounts.
• Responsible for the maintenance of filing systems, records management activities, and databases for all health records.
• Responsible for performing reception duties for both in-person and virtual adjunct service clinics.
• Uses a variety of computerized systems and software applications such as QuatroSafety, SAP, and LiveLink.

General Responsibilities

• Provides a broad range of administrative assistance, program service delivery support, and coordination.
• Provides a high level of customer service to internal and external clients/stakeholders.
• Required to use software systems/applications and to provide system support for the unit e.g., QuatroSafety, SAP, LiveLink, Microsoft Office (Word, PowerPoint, Excel, TEAMS).
• Creates and maintains manual/electronic files and records.
• Participates in administrative and team projects relating to People & Equity programs and services that include making recommendations for operational and system improvements.
• Compiles and summarizes data/statistical information.
• Schedules, coordinates, and confirms meetings, seminars, training sessions, etc.
• Assists with projects, assignments, and other duties as assigned.
• Communicates information and prepares correspondence in response to inquiries and requests from all levels of staff, clients, and the public.
• Designs and creates forms and/or templates including promotional materials (hard copy and e-format), presentation slides, training materials, and e-manuals to meet program needs.
• Processes confidential information and ensures that deadlines are met, proper documentation is prepared/maintained, and that procedures, guidelines, and policies are followed.
• Verifies, maintains, inputs, and/or retrieves data relating to specific human resource programs.
• Prepares purchasing documents (i.e., purchase requisitions, purchase orders), ensuring compliance with divisional/corporate policies and procedures.
• Processes vendor invoices/reimbursements for payment processing prior to submission to accounts payable and ensures compliance with divisional processing, signing authority, and corporate policies/procedures.

What you bring to the role:

• Considerable administrative experience providing support to a team of HR professionals in a fast-paced, multi-disciplinary environment, some of which should relate specifically to the key responsibilities of the position.
• Considerable experience in preparing reports, spreadsheets, correspondence, and/or presentations, paired with MS Office Suite proficiency.
• Experience and working knowledge of Human Resources and WSIB/Disability Management/Health & Safety obligations, practices, and operations.
• Post-secondary education in a related discipline such as Occupational Health & Safety, Disability Management, Human Resources, etc., or an equivalent combination of education and experience.
• Excellent research and analytical skills with the ability to compile, analyze, and report data for management decision-making purposes, using tools such as SAP, QuatroSafety, ELI, etc.
• Excellent customer service, communication, and interpersonal skills with a strong ability to work effectively with internal and external stakeholders, staff, and the general public in a variety of situations, exercising discretion and good judgment with confidential information.
• Strong problem-solving, multi-tasking, and organizational skills, coupled with resourcefulness and initiative, when managing multiple priorities with tight time constraints and minimal supervision.
• Ability to apply policies, guidelines, legislation, and Collective Agreements with knowledge of employment-related legislation, i.e., Workplace Safety & Insurance Act, Employment Standards Act, Ontario Human Rights Code, Occupational Health & Safety Act, etc.

Equity, Diversity, and Inclusion:

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.