POSITION TITLE:
DEPARTMENT:
TERM:
SALARY:
HUMAN RESOURCES ADMINISTRATIVE ASSISTANT
Human Resources
Regular Full Time, Exempt
$76,198.50 - $84,665/year
NATURE OF WORK
The HR Administrative Assistant provides professional, confidential, and responsive administrative support to the HR team across a range of HR programs, services, and initiatives. This includes support for recruitment and selection, onboarding, employee records, learning and development, job evaluation, labour relations, employee relations, reporting, and general HR operations.
As a key point of contact for the HR department, the HR Administrative Assistant responds to routine inquiries from internal and external contacts; provides general information; and refers complex or sensitive matters to the appropriate HR team member. The role contributes to a welcoming, service-oriented, and professional HR experience while maintaining confidentiality and discretion in all interactions.
The position supports the administration and maintenance of HR systems, records, and related processes by entering and updating information, preparing reports and documents, tracking timelines, maintaining accurate files, and assisting with process improvements and HR projects. The HR Administrative Assistant works collaboratively with the HR team and City departments to support the efficient, accurate, and consistent delivery of HR services.
Reports to the Manager of Human Resources (HR).
SUPERVISION EXERCISED
May provide supervision to department interns or practicum placement students as assigned.
- Provides professional, responsive, and confidential administrative support to the Human Resources team across a range of HR programs, services, and initiatives.
- Responds to general HR inquiries from internal and external contacts, provides routine information, and refers complex or sensitive matters to the appropriate HR team member.
- Supports recruitment and selection processes, including preparing and posting job opportunities, coordinating interview and assessment logistics, tracking applicants, preparing correspondence and supporting pre-employment and onboarding activities.
- Coordinates and supports onboarding and orientation activities, including preparing materials, tracking completion of required documentation and tasks, and assisting new employees with general HR processes.
- Maintains accurate employee, position, and employment-related records in HR systems and files, including information related to employee status changes, compensation, seniority, training, certifications, performance, attendance, and other HR records.
- Supports the administration and maintenance of HRIS and related systems, including data entry, data audits, reporting, troubleshooting, user support, and coordination of system updates or process improvements.
- Tracks, monitors, and diarizes key HR timelines and follow-up requirements, including probationary and trial periods, performance-related timelines, service recognition, training, and other employment milestones.
- Provides administrative support for HR programs and processes, including performance management, job evaluation, classification, compensation, benefits, learning and development, labour relations, and employee relations activities.
- Assists with the preparation, review, formatting, and maintenance of HR documents, including job descriptions, letters, forms, reports, spreadsheets, meeting materials, policies, procedures, and confidential records.
- Compiles information and prepares routine reports, summaries, and data extracts to support HR planning, analysis, benchmarking, compliance, and decision-making.
- Maintains HR records in accordance with applicable policies, procedures, retention requirements, and privacy obligations, ensuring information is accurate, current, secure, and handled with discretion.
- Provides administrative and logistical support for confidential HR processes, including workplace investigations, employee relations matters, labour relations activities, and other sensitive files, as directed.
- Coordinates meetings, prepares and distributes agendas and minutes, tracks follow-up items, and supports communication within the HR department and with other City departments.
- Provides general office and administrative support for HR operations, including ordering supplies, maintaining templates and forms, department payables and visa processing, organizing files, coordinating schedules, and supporting departmental workflow.
- Supports HR-related projects, process improvements, system enhancements, and corporate initiatives by coordinating information, preparing materials, tracking tasks, and assisting with implementation activities.
- Contributes to a positive and respectful work environment by modelling workplace conduct in accordance with City policy.
- Complies with the City’s occupational health and safety program and applicable legislative requirements; reviews incidents and accidents, recommends corrective actions, delivers safety orientations, and conducts safety meetings as required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- Service Excellence – strives to provide responsive, respectful, and high-quality public service.
- Resource Management – exercises responsible stewardship of public funds and ensures resources are used only where necessary, justified, and aligned with organizational priorities.
- Leadership – provides professional recommendations and supports respectful implementation of corporate direction.
- Innovation – respectfully challenges existing processes and identifies opportunities for improvement.
- Communication – clearly conveys and receives information to meet the needs of others, including listening, interpreting, formulating, and delivering verbal, non-verbal, written, and electronic messages.
- Teamwork – works cooperatively and productively with others to achieve results.
- Problem Solving and Judgment – assesses options and implications in order to identify practical and effective solutions.
- Results Oriented – understands what results are important and focuses resources to achieve outcomes
- Adaptability – demonstrates the willingness and ability to work effectively through change.
REQUIRED SKILLS, QUALIFICATIONS, LICENSES, CERTIFICATIONS & REGISTRATIONS
- Completion of a certificate or diploma in Human Resources Management, Business Administration, Office Administration, or a related discipline, supplemented by a minimum of two years related experience in human resources, labour relations, payroll, compensation, or benefits administration role; or an equivalent combination of education, training and experience.
- Previous experience in a municipal, public sector, unionized or local government environment is considered an asset.
- Valid BC Class 5 Driver’s License.
- Ability to take and prepare meeting minutes accurately and efficiently, including typing at a minimum speed of 40 words per minute.
- Experience using HRIS, payroll, recruitment or employee records systems, including data entry, reporting and maintaining accurate confidential employee information.
- Strong organizational, analytical, coordination and attention-to-detail skills.
- Excellent interpersonal, written, and verbal communication abilities.
- Demonstrated ability to maintain confidentiality and handle sensitive personal and employment information in accordance with privacy requirements.
- Demonstrated ability to provide professional, responsive and tactful service to employees, applicants and external contacts.
- Experience working in a unionized environment and interpreting or applying collective agreement provisions is considered an asset.
- Ability to work independently and collaboratively, managing competing priorities, and meet deadlines.
- Advanced proficiency with Microsoft Office including Word, Excel, Outlook and PowerPoint.
- Ability to pass and maintain a satisfactory Police Information Check.
GENERAL
The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related and/or a logical assignment to the position.
Formal application; rating of education and experience; oral interview and reference check; police information check; and job related tests may be required.
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.
