Job Details:

Temporary Full Time (Non-Union)

Posting Status:

Restricted to current Town of Oakville employees

Duration:

Six (6) Months

Closing Date:

Applications for this position must be received at oakville.ca by no later than 11:59 pm on January 31, 2025.

Reporting to the Manager, HR Strategy and Program Development, this position is responsible for the town’s job evaluation and compensation records management. This includes leadership of the filing structure and filing procedures.

Key Responsibilities:

Conduct an audit of HR files to ensure HR files are accurate and accessible while meeting our operational requirements.
Refresh procedures for creating, storing, retrieving and disposing of records.
Enhance and monitor a systematic filing structure to categorize and name records for easy retrieval.
Collaborate with HR team members to improve file management processes and workflows.
Respond to internal requests for information and documents in a timely and professional manner.
Maintain and update physical and electronic HR records, ensuring data accuracy and compliance with legal and organizational standards.
Scan, digitize, and organize paper files into electronic formats for efficient storage and retrieval.
Develop and oversee consistent file naming conventions to ensure uniformity and ease of access across all HR documents.
Ensure confidentiality and security of employee data in all aspects of file management.
Assist the Compensation and Job Evaluation Advisor as needed with document revisions and processing.

Qualifications:

You have a post-secondary certificate in Human Resources with 1-3 years of relevant HR, administrative, and/or customer service experience, ideally in a municipal or broader public sector setting; other post-secondary education may be considered in combination with relevant experience.
Detail oriented with strong data entry skills, with special attention to accuracy and ability to maintain a wide variety of electronic and paper records, files and reports.
Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook.
Familiarity with document management systems, SharePoint or HRIS software is a plus.
Excellent communication and interpersonal skills.
Ability to prioritize tasks and manage time effectively in a fast-paced environment.
Commitment to maintaining confidentiality and integrity in handling sensitive information.

In addition, your experience demonstrates ability in the Town’s Competency Profile for this individual contributor level

Strategic Thinking – thinking things through
Engagement – working effectively with people organizations and partners
Management excellence – delivering results through own work, relationships and responsibilities
Accountability and Respect – serving with integrity and respect

Corporate Values

Teamwork, accountability, dedication, honesty, innovation and respect

DATED: January 21, 2025

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. Applicants may also be required to undergo testing.

We thank all applicants and advise that only those selected for an interview will be contacted.

Town of Oakville

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