Administrative Assistant -Class 1 Human Resources

Cleveland

Administration

Day

Full-time

7 hours per day, 35 hours per week, Monday to Friday

SALARY: $25.86 TO $31.65 PER HOUR

The Human Resources administrative assistant assists their manager and team members in their administrative and professional duties. They carry out secretarial or office automation duties requiring in-depth knowledge of the environment in which they exercise their responsibilities.

They perform a range of complex secretarial or office automation tasks, such as preparing letters, documents, reports, and other related tasks. They are responsible for the material and informational organization of meetings, convening participants and may be called upon to attend and take the minutes.

They sort mail, draft correspondence and keep files up to date.

They assume autonomous responsibility for coordinating, organizing, and controlling the quality of secretarial and office automation work.

• DEP (DVS) or AEC (ACS) in secretarial or office management or DEC (DCS) in office management or academic training combined with relevant experience.
• Computer knowledge:
  Outlook, Word and Excel.
• Bilingual, English/French (written and spoken).

• Assists the Director of Administrative Services, the HR team, and the technical services manager in their administrative tasks (correspondence, filing, opening and classifying employee files, validating invoices, etc.).
• Supports the production of HR indicators.
• Creates employee files in the payroll system including banks. (Médi Solution, Desjardins and Agendrix)
• Coordinates the mid-probation, probation and yearly performance appraisals process within the organisation.
  • Keeps tracks of the time the meeting should be done with all employees
  • Monthly sends managers’ assistants lists so they can plan the meeting between employee and manager for the month.
  • Contacts technical services manager employees, to plan meeting with their manager (mid-probation, probation and yearly performance appraisal)
  • Follows up on previous months meeting to make sure meetings are done and pertinent document deposited in employee’s file.
• Assist the Human Resources Agent with the vacation scheduling process. Prepares and distributes the annual vacation calendar according to the rules in effect.
• Ensures proper filing of employee files and ensures that all documents required are present in the files. Does the follow-up with employees to make sure we have all the required documents for their file.
• Ensures proper filing of all documents in a structured and logical manner in the computerized system.
• Prepares memos and letters, as needed, including all letters in the letter tracker plus filing and disseminating.
• Ensures good communication with the team and the collaborators.
• Answers employees and refers them to the appropriate person.
• Supports coordination of internal trainings that are mandatory according to Certification or Accreditatio, records and classifies training documents, plan the training in the schedule with schedular, etc)
• Assists the Director of Administrative Services in all administrative tasks (assists with emails as required, schedules meeting, follow-up of agenda, etc.).
• Updates Human Resources documents as required.
• Recruitment:
  • Job postings on various platforms in collaboration with communication technician
  • Receives and evaluates all CVs
  • Following CV evaluation, contacts selected candidates residing in Canada to evaluate their application and determine whether they will be invited for an interview.

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