Human Resources

This department is responsible for organization wide training and development, labour relations, recruitment, performance management, succession management, wellness and safety. In addition, the Human Resources Department collaborates with the Chief Administrative Officer (CAO) and City Council/Committees on all legislation impacting the Municipality, provides leadership in negotiating agreements and ensures that employee management relationships are effectively implemented and maintained.

Purpose and Scope:

The Human Resources Coordinator is responsible for day to day operational support for the Human Resources department. This position provides excellent customer service to both internal and external customers as the first point of contact for the department, answering frequently asked questions about recruitment, health and safety, training and development, employee engagement, employee leaves and other human resources related inquiries. Matters of a confidential nature shall be treated with due regard for the best interests of the municipality and its staff.

This position is a contributing team member responsible for the day to day work and executing operations in line with department approved policies, plans and programs as well as efficiently meeting service standards in the delivery of municipal services.

Duties and Responsibilities:

• Provide operational and administrative support to the Human Resources (HR) department.

• Respond to general HR inquiries from staff and members of the public via email, phone and in person, and direct inquiries where appropriate.

• Assist with scheduling meetings by determining location, staff attendance and meeting set-up/take-down.

• Support the organizations Labour Management, Joint Job Evaluation and Joint Occupational Health and Safety Committee (JHSC) meetings including preparing agendas, distribution of minutes and supporting documents.

• Assist with various human resources projects.

• Assist with the review, revision, introduction and implementation of new or updated Human Resources policies, procedures, standards, guidelines and processes.

• Research and provide information on human resource, health and safety and employment related statutes, regulations, policies and procedures.

• Demonstrate a commitment to learning and overall professional development.

• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.

Recruitment and Selection

• Assist in the recruitment process including, but not limited to, updating job descriptions, preparing job postings, contacting candidates for interviews, preparing interview packages, notifying candidates of recruitment outcomes, and responding to inquiries over the phone or by email.

• Administer the recruitment process for crossing guards and summer students.

• Assist in the preparation and maintenance of employment contracts, ensuring all the necessary documentation is completed and filed appropriately.

Health, Safety and Wellness

• Maintain the Corporate health and safety program on the intranet.

• Assist with health, safety and wellness initiatives.

• Assist with the administration of the attendance management program.

Labour and Employee Relations

• Provide administrative support to labour management committees.

• Provide administrative support for the collective bargaining process for all four (4) municipal collective agreements.

Performance Management

• Monitor and prepare documentation pertaining to probationary performance reviews.

• Assist in the preparation of performance improvement plans and drafting of disciplinary letters in consultation with the department manager and the Director of Human Resources.

Training and Organizational Development

• Coordinate and monitor new employee orientation and onboarding.

• Participate in the delivery of in person orientation sessions for students and crossing guard.

• Coordinate and track all required training for staff as determined by the organization and legislation, including health and safety onboarding.

• Support overall Learning Management System (LMS) implementation and administration.

• Assist in supporting such programs as succession management, leadership development, corporate annual training, staff education assistance and strategic goal alignment and accomplishment.

• Assist with employee engagement initiatives, including employee onboarding, corporate recognition programs and engagement surveys.

Records Management

• Maintain the Human Resources Information System (HRIS), including inputting documentation; training and recruitment records.

• Maintain confidentiality/security and retention of corporate personnel files and records including filing and scanning using the Electronic Management System.

• Responsible for setting up and maintaining all employee records.

• Ensure the timely and accurate processing of information to the payroll and benefits team for processing such as employment offers, termination records and other related documents.

Note: The above duties are representative of a typical position and are not to be construed as all-inclusive.

Competencies:

This position will:

Demonstrate the City’s core corporate competencies:

• Ambassador

• Health and Safety Behaviour

• Integrity, Trust and Accountability

• Quality of Work

• Teamwork

Demonstrate the City’s individual contributor competencies:

• Customer Focus

• Planning and Organizing

• Drive for Results

• Problem Solving

• Communication

Demonstrate the position competencies:

• Approachability

• Integrity and Trust

• Priority Setting

• Time Management

Contacts:

The position will have direct contact with:

Education/Specialized Training/Skills:

The position will require:

• A minimum of a three (3) year post secondary degree or diploma in human resources management or a related field, or approved equivalent combination of education and experience.

• Knowledge of all relevant acts, legislation and applicable regulations include, but not limited to the Occupational Health and Safety Act, Employment Standards Act, Labour Relations Act, Ontario Human Rights Code, Workplace Safety and Insurance Act, Accessibility for Ontarians with Disabilities Act and the Municipal Freedom of Information and Protection of Privacy Act.

• Strong verbal and written communication, problem solving, ability to multitask, and a strong orientation toward detail.

• Ability to read and assess content of job postings, resumes, applications, job descriptions and collective agreements, explaining content and intent to clients.

• Demonstrate excellent project/time/records management, organizational, analytical and research skills.

• Experience in exercising judgement when handling confidential/sensitive/ controversial information and ensure the security of such information.

• Demonstrated proficiency and comfort with a Human Resources Information System (HRIS) such as Ceridian Dayforce.

• Some knowledge of human resources processes and protocol, research resources and practices and customer/public relations principles.

• A desire to champion departmental and corporate programs/initiatives, and the vision, core purposes and strategic direction of the City; and to model community values.

• Strong business acumen with an ability to mobilize and engage others.

• Ability to work strategically and collaboratively across departments.

• High degree of emotional intelligence (the capacity to be aware of, control and express one's emotions and to handle interpersonal relationships judiciously and empathetically).

• A highly developed sense of professionalism, tact and diplomacy.

• Demonstrated respect for confidential and sensitive issues.

• Demonstrated customer service and public relations skills.

• Demonstrated ethical behaviour and business practices.

• The ability to work with a diverse group of individuals in a team environment.

• A commitment to providing high quality, cost effective services to the City and the community.

• Strong organizational skills with the ability to prioritize work in a demanding environment.

• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.

• Strong written and verbal communication skills.

• Strong and effective analytical, critical thinking, and problem solving abilities.

• Ability to obtain and maintain a satisfactory criminal record check, deemed satisfactory to the employer.

Nice to have:

Although not required, the following would be considered a preferred asset to the position.

• Working toward Certified Human Resource Professional (CHRP).

• A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.

• The ability to communicate in both English and French.

Work Experience:

This position will require:

• A minimum of two (2) years of experience in a human resources environment, or a related field.

Nice to have:

Although not required, the following would be considered a preferred asset to the position.

• Previous municipal experience.

• Previous experience in a unionized environment.

• Experience with Dayforce Ceridian as an HRIS.

Decision Making:

The position is responsible for providing timely, accurate advice to the Director of Human Resources, department staff and other City departments where appropriate.

Supervision:

The position has no direct supervisory responsibility but does play a role in training and guiding staff when required.

Work Environment:

• Work in an office environment on a regular basis.

• Occasional requirement to work at various locations in Quinte West.

• Attend evening events and meetings as required.

• Occasional requirement for extended hours (evening meetings, etc.).

• May be required to work evenings and weekends and respond outside of normal working hours.

Note: This is a contract, up to 6 months for an existing vacancy. This position may have the opportunity to participate in the City's Flexible Work Program, subject to applicable policies and approvals.

Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). We thank all applicants who apply but advise that only those selected for an interview will be contacted. The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact the Human Resources Department at 613-392-2841 ext. 1106 or hr@quintewest.ca to ensure your accessibility needs are accommodated throughout this process. Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position. The City of Quinte West does not use artificial intelligence (AI) to screen, assess, or select candidates in its recruitment processes. All applications are reviewed and assessed by Human Resources staff and the hiring manager.