In PersonTravel is required; a valid driver's license and access to a vehicle are required.
People & HRHR Operations & Coordination
About the job
Requirements
A diploma in human resource management, office administration, business administration, or a related discipline is required.
At least two years of experience in a relevant administrative position in a First Nation administrative capacity is required.
Strong computer literacy, including word processing, spreadsheets, and database applications, is required.
Knowledge of Anishinabek culture and traditions is required.
High confidentiality and discretion are required.
Verbal and written communication skills, conflict management ability, interpersonal skills, and the ability to establish rapport with employees are required.
Strong organizational, communication, and teamwork skills are required.
A holistic, strengths-based, and person-centered approach is required.
The ability to participate in collaborative processes to assess the strengths and needs of members and stakeholders is required.
Strong organization, pragmatic thinking, and problem-solving skills are required.
A valid driver's license, access to a vehicle, and willingness to travel are required.
The ability to establish and maintain working relationships with stakeholders while upholding the integrity and mandate of M’Chigeeng First Nation is required.
Applicants must provide a current original Criminal Reference Check, required upon successful selection; records of convictions relating to fraud, drugs, assault, or theft are not acceptable.
Applicants must submit a cover letter, résumé, three current references (two work-related references from a direct supervisor or manager and one character reference, to be contacted after a successful interview), and education certification if applicable.
The employee must maintain strict confidentiality on a need-to-know basis, understand and adhere to M’Chigeeng First Nation policies and procedures, and enroll in administrative and professional development activities.
The employee must be able to work flexible hours as required.
Responsibilities
Provide administrative and clerical support to the Human Resources Manager and assist with day-to-day Human Resources operations.
Compile, update, and file employee records in hard-copy and electronic formats.
Assist with payroll by obtaining relevant data, including absences and leaves.
Coordinate Human Resources projects such as meetings, training, and surveys, and record minutes.
Maintain electronic and hard-copy personnel files in Human Resources information systems; receive and upload required personnel, pension, and benefits enrollment documents.
Produce requested statistical reports on vacancies, hires, staffing, Workplace Safety and Insurance Board accidents, long-term disability, training, screening, interviews, and terminations.
Coordinate recruitment by preparing job postings, receiving and responding to employment inquiries, and preparing screening and interview packages in coordination with interview panels.
Respond to employee Human Resources inquiries and triage items to the appropriate Human Resources or Finance team members.
Receive employee requests for correspondence and prepare it for the supervisor’s review.
Complete and file onboarding and offboarding documentation for new and departing employees.
Communicate with candidates and schedule interviews.
Assist with candidate background checks.
Complete audit checklists for Human Resources and personnel files and update files as needed.
Distribute new job descriptions and interview templates and update Human Resources documents with department managers.
Participate in Human Resources projects to improve efficiencies and support transitions to new systems or processes.
Monitor and track employee probation, trial, and annual performance appraisal systems.
Maintain the years-of-service database and provide feedback on employee recognition programs and supports.
Participate in communicating and promoting the Employee and Family Assistance Program and cultural supports available to employees.
Assist with planning or coordinating employee engagement, training, and other work events.
Maintain the Human Resources database to ensure documents are completed and forms and documents are updated within required timeframes.
Maintain training databases and track completion of staff training reports.
Prepare for employee recruitment activities and assist in communicating employment opportunities with M’Chigeeng First Nation and external recruiting agencies.
Develop knowledge and understanding of the Canada Labour Code, Canadian Human Rights Act, and Provincial Employee Standards Act.
Assist with coordinating Human Resources training activities and initiatives and communication and planning initiatives with staff.
Work with pension and benefits providers to maintain accurate documentation for onboarding and offboarding.
Complete monthly, quarterly, and annual reports for the direct supervisor.
Provide coverage to maintain continuity when the Human Resources Manager is away from the office.
Assist in gathering data for staffing reports required by the Enaagdenjged or Chief and Council.
Perform other duties as assigned.
Desired Qualifications
Previous experience in the Human Resources field is an asset.
The ability to speak Anishinabemowin is preferred, or the willingness to learn.
Awareness and understanding of pension and benefits plans is an asset.
Department: Administration
Classification/Level: CA5
Employment Status: Full-Time Regular
Reporting Relationship
The Human Resources Assistant will be under the supervision of the Human Resources Manager.
Position Summary:
The Human Resources Assistant (HRA) is primarily responsible for providing administrative support to the Human Resources Manager. The HRA will assist with day-to-day tasks of the HR department and support a wide range of HR activities including administrative support, assistance with new recruitments, and other employee relations as it relates to onboarding and off boarding. As well as assistance with the employee human resource information system, and the information input and accuracy into the time
management system.
Essential Functions
Assist with the day-to-day operation of the HR functions
Provide clerical and administrative support to the HR Manager
Compile, update, and file employee records (hard and electronic copies)
Assist with payroll by obtaining relevant data required (absences, leaves, etc.)
Coordinate HR projects (meetings, trainings, surveys, etc.) and record minutes
Maintain the employee electronic and hard copy personnel files by participating in HRIS systems, receiving and uploading all documents required to be obtained within the personnel files and required for pension and benefits enrollment
Produce regular statistical reports on HR activities (vacancies, hires, staffing, WSIB accidents, LTD, training, screening, interviews, terminations), as requested
Coordination of recruitment through completion of job postings, receiving and responding to employment inquiries and preparing screening and interview packages through coordination with the interview selection panels
Responding to employee HR inquiries and triage items to the required HR/Finance team members
Receive requests for completion of correspondence as requested by employees for supervisor’s review
Ensure all on-boarding documentation of new employees along with off-boarding documentation completed and filed accordingly
Assist with communication to candidates and schedule interviews accordingly
Assist with candidate background checks
Complete audit checklists of all HR and personnel files maintained and update accordingly
Assist in the distribution of new job descriptions, interview templates and updating of HR documents with Department Managers
Participate in HR projects with various team members as required relative to improving efficiencies and transition to new systems and/or processes
Monitor and track probation, trial and annual performance appraisals systems for all employees
Maintain a years of service database for employee recognition and provide feedback relative to employee recognition programs and supports
Participate in communication and promotion of EFAP (Employee Family Assistance Program) and cultural supports available to employees
Assist with planning, and/or coordinating work events such as employee engagement, training, etc.
Maintain the Human Resource database system to ensure all HR documents are completed as required and HR forms and documents are updated in accordance with required timeframes
Maintain other training databases that may be developed to track training and training reports are completed by staff upon completion of training
Complete preparation for employee recruitment activities and participate within the opportunities to assist with communication of employment opportunities with MFN and external recruiting agencies
Gain knowledge and understanding of the Canada Labour Code, Canadian Human Rights Act and Provincial Employee Standards Act
Other Duties:
Assists with the coordination of Human Resources training activities and initiatives as required
Assists with communication and planning initiatives with all staff as required
Works closely in conjunction with the pension and benefit providers to ensure documentation is accurately maintained relative to onboarding and offboarding functions as required
Completion of monthly, quarterly, and annual reports to the direct Supervisor as required
Provides coverage to maintain continuity when HR Manager is away from the office
Assists with gathering data for completion of various staffing reports to the Enaagdenjged or Chief and Council required
Enrolls in administrative and professional development activities
Ensure that the strictest of confidentiality and need to know level of confidentiality is maintained at all times.
Understands and adheres to all MFN policies and procedures
Other duties as assigned
Qualifications:
Diploma in human resource management, office administration or business administration; related discipline
Minimum of 2 years’ experience in relevant administrative position in a First Nation administrative capacity
Previous experience in the human resource field is an asset
Highly computer literate with solid experience of word processing, spreadsheets, and database applications
Ability to speak Anishinabemowin is preferred or must have the willingness to learn
Knowledge of the Anishinabek culture and traditions
Other Skills:
High level of confidentiality and discretion
Excellent verbal and written communication
Excellent with conflict management
Excellent interpersonal and leadership skills to establish and maintain rapport effectively with employees
Strong organizational, communication and team skills
Practice rooted in holistic, strengths-based, and person-centered approach
Ability to engage in collaborative processes to assess strengths and needs of members and stakeholders
Highly organized and pragmatic thinker with excellent problem-solving skills
Awareness and understanding of pension and benefits plans would be an asset
Ability to work flexible hours as required
Knowledge of the M’Chigeeng First Nation community as well as the Anishinabek customs and traditions
Must possess a valid driver’s license, access to a vehicle, and be willing to travel
Ability to establish and maintain working relationships with a variety of stakeholders while upholding the integrity of MFN and its mandate to serve their members
Conditions of Employment:
Criminal Reference Check (CRC) Rationale: M’Chigeeng First Nation is in a position of trust to its band members and is committed to providing a safe and secure work environment. Applicants must have record clear and/or dated of convictions relating to fraud, drugs, assault and theft. The CRC must be current (30 days) and must be an Original. This will be required upon successful selection for the position.
APPLICATION REQUIREMENTS: Cover letter, Resume, Three (3) Current references (2 work-related from direct supervisor/manager, 1 character reference. To be contacted after successful interview) & Education Certification if applicable.
APPLICATION SUBMISSION TO:
Human Resources Assistant Human Resources P.O. Box 333 M’CHIGEENG, ON P0P 1G0 Fax (705) 377-4980 or [email protected]