Position: Human Resources Administrative Assistant l
Competition Number: 13-EXT-031
Status: 1.0 FTE Full-time
Closing Date: Open until filled
Rate Scale (hr): $18.504 to $23.243
Location: Diagnostic & Scientific Centre (#9, 3535 Research Road NW)
Schedule: Monday to Friday 8 am to 4:15 pm.
- The duration of a temporary position may change due to operational needs
**Hours, location, and shifts are subject to change due to operational needs
Reporting to the Manager, Human Resources this position is responsible for providing administrative and clerical support to members of the Human Resources team.
Calculates Flex Spending Account entitlements and provides appropriate documentation for all eligible new hires and transfers.
Processes FSA allocation forms and ensures that employee selections are entered into the payroll system in an accurate and timely manner. Runs audit reports and verifies accuracy of data.
Receives mail and reviews claim submissions for FSA for eligibility under the Plan.
Data enters FSA claim information into the claims database ensuring data is entered in a timely and accurate manner to ensure adherence to payroll deadlines and that employees are reimbursed as soon as possible.
Responds to employee questions and concerns regarding the Flex Spending Account and works collaboratively to resolve issues as they arise.
Assists and coordinates administrative activities for the department.
Answers telephone calls and responds to employee inquiries.
Receives and distributes mail; faxes documents, and provides other office support functions including photocopying and filing.
Arranges for short-term absence coverage for the CLS Receptionist.
Types routine correspondance, bulletins, notes, reports, etc.
Assists with the preparation of presentation materials.
Books conference and meeting rooms, arranges for catering. Makes arrangements (including travel) for seminars, conferences, and conventions.
Maintains office supplies and requisitions new materials as necessary.
Assists with coordination of external consultants including PO’s, invoicing and other pertinent arrangements.
Responds to Condolence requests from all supervisors.
Prepares Employment Verification Letters for all employees upon request.
Administers Bravo points.
Ensures appropriate records are maintained; maintains Human Resources filing systems.
Works on special projects and other duties as required.
Professional and ethical responsibility to protect privacy, use confidential information appropriately, and maintain the confidentiality and security of all information related to patients, staff and the business of CLS.
Demonstrate Professionalism, Respect/caring, Integrity, Dedication and Excellence (PRIDE) in the work environment.
Grade 12 diploma required.
Graduate of a recognized program in Secretarial Arts program or equivalent experience and education.
1-3 years previous experience working in a clerical support role is an asset.
Intermediate to advanced computer skills including MS Word, Excel, Powerpoint, Access, Visio and Microsoft Outlook is required.
Excellent interpersonal skills, written and verbal communication skills including the ability to work as a member of the departmental team and provide support to a number of staff members.
Ability to work in a fast paced, dynamic environment with constantly changing priorities.
Must be detail-oriented and have exceptional time management skills.