HR PROGRAM ASSISTANT

Description

Job ID: 36116 Job Category: Human Resources Division & Section: People & Equity, Employee Relations Work Location: Metro Hall, 55 John Street, Toronto, ON Job Type & Duration: Full-time, Temporary Vacancy (5 months) Salary: $58,381.00 - $69,525.00 Shift Information: Monday to Friday, 35 Hours per week Affiliation: Non-Union Number of Positions Open: 1 Posting Period: 23-May-2023 to 06-June-2023

Toronto is Canada’s largest city, the fourth largest in North America and home to a diverse population of approximately 2.8 million individuals. Consistently ranked one of the world’s most livable cities, the City of Toronto is a global centre for business, finance, arts and culture. Our People and Equity Division delivers critical functions within the City’s complex multi-site, multidivisional, multi-stakeholder and union and non-unionized environment. A team of approximately 45, 000 employees are the driving force behind the City’s ability to provide programs and services to residents, business and visitors to this community.
The People & Equity Division is current hiring a temporary HR Program Assistant to support the Internal Investigations Unit. This is an excellent career step for an analytical and resourceful professional with a passion for investigations. While supporting the Internal Investigations Unit, the HR Representative will assist investigators in scheduling interviews, conduct preliminary research, gather evidence, preparing presentation material for City meetings, and working on a diverse range of issues involving alleged misconduct in the services provided by all City Divisions. Reporting to the Manager Internal Investigations, this varied and challenging role will call upon you to manage your workload independently and often with minimal direction.
Major Responsibilities:

• Provides program support and coordination to the Internal Investigations Unit

• Schedule and coordinate interviews with complainants, witnesses, respondents and unions, ensuring all relevant parties are involved and appropriately notified

• Responsible for recording and maintaining accurate meeting minutes during interviews

• Conduct research and organize , compile and summarize data and statistical information using a variety of computerized systems and software applications

• Coordinate and prepare confidential information, records and correspondence for signature

• Search information on human resources policies, programs and procedures

• Prepare and organize investigation-related materials, including case files, interview summaries, and other documentation required for reporting and record-keeping purposes

• Design and create forms or templates including promotional materials, presentation slides and manuals to meet program needs

• Assist with and respond to enquiries, requests and complaints/concerns from all levels of staff, clients, other government agencies, elected officials or members of the public regarding policies and practices

• Manage, update and maintain IIU metrics

• Assist in drafting and proofreading investigative reports ensuring accuracy, clarity, and compliance with applicable policies and procedures

• Work collaboratively with law enforcement agencies, regulators, and legal counsel in order to liaise and exchange information with identified stakeholders

• Stay informed about relevant employment laws, regulations, and best practices related to workplace investigations to enhance knowledge and contribute to the continuous improvement of investigation processes

• Provide support in corporate initiatives, including scheduling, preparing necessary documentation

• Perform other related duties as assigned

Key Qualifications:

• A diploma or degree in Protections, Security, Investigations, Police Foundations, Human Resources, Labour Relations, Business Administration or a related field or an equivalent combination of education and experience.

• Considerable administrative experience, providing support to a team of professionals in a relevant work environment.

• Considerable experience preparing and formatting standard correspondence, reports, forms/templates and presentation material; Considerable experience in the use of Microsoft Office (i.e. MS Word, Excel, Access).

• Knowledge of Labour Relations Operations

• Knowledge of Investigation principles, theories, practices, and tools

• Ability to use job specific software such as GTS and SAP.

• Ability to multitask, plan and organize appointments, meetings, interviews and conferences. Excellent organizational skills with the ability to work within time constraints.

• Experience identifying fraud trends and supporting data analytics, open source searching and analyzing online information

• Excellent written skills, with a keen eye for detail and the ability to accurately document information

• Effective interpersonal skills in order to develop relationships with human resources, other departmental staff and union officials.

• Ability to exercise confidentiality, discretion and judgement

Equity, Diversity and Inclusion The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.