Position No. Job Title Supervisor s Position Human Resources Liaison Human Resources Manager ( )

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Human Resources Liaison Human Resources Manager ( ) Department Division/Region Community Location CGS Support Services Iqaluit Iqaluit 2. PURPOSE Main reason why the position exists, within what context and what the overall end result is. The incumbent is responsible for providing support services to the staff of Support Services Division. The Support Services Division is responsible for human resources, leave and attendance and records management for the department. The position is responsible for the administration, coordination, monitoring, tracking and reporting of the major sections. In addition, this position is responsible for the daily upkeep, verification, tracking and processing of all leave and attendance, overtime, acting pay and lieu time for Headquarters staff and assisting the Baffin Region, Kivalliq Region and Kitikmeot Region when required. The incumbent provides human resource support to employees and senior management on employee leave and attendance and credit balances. The successful incumbent will be responsible for key data entry and verification of the Human Resources Information Systems input for the Department. Also, this position is responsible for assisting with in-house training for Departmental leave and attendance representatives in the Baffin Region, Kivalliq Region, as well as, the Kitikmeot Region. This in-house training can encompass but not limited to the GN Human Resources Information System and workshops pertaining to employee and internal departmental practices. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? The position provides coordination, tracking, and reporting support to the Support Services of Human Resources, and Records Management with the Department of Community and Government Services. This support is required to ensure smooth functioning within the department. This position impacts on the efficiency of the Support Services division staff and in turn the services provided to the employees, managers, and other departments. The position Page 1

2 requires the incumbent to maintain confidentiality regarding the substance and structure of the work undertaken and is fundamental to the strategic and operational aspects of the department. The position provides direct impact on the bottom line productivity and efficiency of the organization and from time to time acts as the Manager of Human Resources. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. Maintains Support Services correspondence and files such as: Working Personnel, Leave and Attendance, Grievances, Departmental Practices, and Applicable Human Resources Reports, i.e. Auditor General and Human Resource Directives. Organizes and maintains accurate Human Resource Filing System Adopts and implements appropriate ARC procedures in the maintaining of various filing system. Updates applicable files daily Ensures key documents required of various files are present. Follow ups with appropriate source; such as Payroll and Human Resources should key documents be missing that are required. Responsible for maintaining internal Departmental Establishment Report Ensure all employee personnel data is entered, as in accordance with the Department of Human Resources pay authorizations and letters of offer. Ensures that all internal and interdepartmental employee movement data is entered. Tracks and updates employee information regularly Produces reports as required Responsible for key data entry and verification of the Human Resource Information Systems input for the Department of Community and Government Services. Responsible for data entering Headquarters and Baffin leave and attendance, overtime, lieu time and acting pays in accordance wit the GN Human Resources Information Systems Assisting with verification for leave and attendance, overtime, lieu time, and acting pay as in accordance with the GN Human Resources Information System. Reviews and adjusts employee leave and attendance, entitlements and credits as necessary Produce reports from the GN Human Resources Information System as required Responsible for assisting with in-house training for Departmental leave and attendance representatives in the Baffin Region, Kivalliq Region, as well as, the Kitikmeot Region. This in-house training can encompass but not limited to the GN Human Resources Information System and workshops pertaining to employee orientation and internal departmental practices. Page 2

3 Responsible for preparing and assisting with Year-End Departmental Human Resources functions. Determine employee pay outs and initiate pay outs if applicable Verify with employees enrolment in optional leave and deferred leave program Assist with cross-referencing employee (indeterminate and casual) salaries and hourly rates Responsible for Year-End Summary of employee leave and attendance and ensures accuracy of carry-forward entitlements. Responsible for Accruals Provides administrative support to the Manager of HR in regards to leave and attendance and overtime records for management, supervisors, Headquarters staff and Baffin and when required, Kivalliq Region and Kitikmeot Region. Ensuring staff is advised of their entitlements and responsibilities regarding all types of leave and benefits in accordance with the Collective Agreement, Management, and Excluded Handbooks. Ensuring all leave and attendance records maintained are correct, current and in accordance with policies, the collective agreement and various handbooks Responsible for overtime, lieu time and acting pay verification and forwards to the Department of Human Resources for processing. Maintaining all activities regarding casual employees, including timesheets, casual staffing actions and leave and updates regularly Departmental casual employees status spreadsheet Maintaining payroll distribution Performing an annual audit of filing system(s) such as leave and attendance, reviewing files against relevant records retention schedules Providing the Department of Finance & Administration, Payroll division, with documentation for periods of leave without pay, suspension, etc. Responsible for maintaining Departmental-tracking system for electronic and hard copies for Community and Government Services job descriptions Assists with the cross-referencing/review of job descriptions as required by the Department of Human Resources Provides administrative support to the divisional staff Proofreading, editing, and formatting correspondence, reports, budgets, submissions, appraisals, contracts, briefing notes, etc. Arranging conference calls, meetings, etc. as required Purchase office supplies for divisional use. Assisting with an accurate and quick flow of outgoing correspondence and memoranda by making daily deliveries to other departments and agencies in Iqaluit, when necessary. Assembling documents from files for access to information request, audits etc. Maintain up-to-date list of contacts through accurate telephone and address records Scheduling appointments, booking meeting rooms, and anticipating equipment requirements for meetings Composing acknowledgements, interim replies, and responses to routing correspondence. Faxing and photocopying correspondence, reports, forms, etc. Page 3

4 Responsible for assisting with Employee Orientation. Ensuring oath of office is completed Ensuring Oath of Confidentiality is completed Ensuring Employee Acknowledgement of Restrictions on the Use of GN Computers and Networks Reviewing internal Employee Orientation Package with employee Maintains central records within the Support Services. Maintains chronological files for the Support Services Division and Working Personnel files Creating and Maintaining a central filing systems using the Government of Nunavut s Administrative Records Classification System Filing documents according to ARC s Ensuring files are securely stored Maintaining a detailed bring-forward system Maintain a charge out system Selecting appropriate equipment and supplies Performs additional duties as required Operating facsimile machines, LCD machines Assisting with covering phone lines for other divisions when required. 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviors and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. These skills are normally acquired through: A Diploma in Human Resources Management or Business Administration/Management or a related diploma. Plus the successful incumbent must possess a combination of two years of related experience in the field of Human Resources and Office Administration. Or successful incumbent can possess High School Diploma plus a combination of four years of experience in the field of Human Resources and Office Administration. Must possess an excellent knowledge and skills in the use of PC microcomputer equipment such as Word, Power Point, Excel, and Outlook. Must possess experience in dealing with cross-cultural environments. Must possess the ability to analyze financial and human resource information account information through verification and reconciliation. Must possess excellent interpersonal and communication skills in dealing with employees, businesses, client departments, and the public. Must possess experience in office procedures and importance of cross-referencing and detail. Excellent written and oral communications skills are required. Page 4

5 Ability to be diplomatic and demonstrate sensitivity in dealing with employees. Must have ARCS experience. Ability to communicate in Inuktitut.Innuinaqtun would be considered an asset. 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. Long periods of time spent in front of the computer can cause neck, back, and eyestrain, including carpal tunnel syndrome within the wrists. Although a majority of the time for this position is spent on the computer, there is ample opportunity for the incumbent to get up and move around the office. Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. There is a politically sensitive work environment dealing with sensitive political, staffing and financial issues. Confidentiality is critical. Adhering to tight timelines and deadlines is essential. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgments to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. Volume of work is consistently high. Must have the ability to work within a high stress environment and concentrate under high noise volumes. Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. There are mental demands, which require the incumbent to ensure that the work is accurate and performed in a timely manner. Attention to detail is essential. Stress due to time line deadlines, confidentiality and accuracy of work. Must be able to interact with a wide range of personnel from multiple departments, Minister s office and external organizations. Page 5

6 7. CERTIFICATION Employee Signature Manager, Human Resources Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. Deputy Minister: Roy Green Deputy Head Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. 8. ORGANIZATION CHART Please attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Page 6