Executive Assistant, Human Resources - Jobs in Melville, SK

Job Description

This position is located at SCICs Head Office in Melville, Saskatchewan.What youll do:

• Reporting to the Executive Director, Human Resources, this position is responsible for providing confidential administrative support to the Human Resources unit.
• Provide confidential administrative support to the Executive Director, Human Resources, by composing letters, minutes, memos and reports.
• Provide discrete handling of confidential and sensitive employee and labour relations issues.
• Maintain developed excel spreadsheet for tracking unit budget and assist with annual Human Resource budget preparations.
• Code all unit invoices, track expenditures, follow-up on discrepancies and respond to vendor problems/inquiries and determine appropriate course of action.
• Attend, transcribe and distribute unit meeting and other meeting minutes as required.
• Maintain a detailed filing system for future reference; organize, prepare and scan all employee correspondence to imaging.
• Maintain a list and disperse Employee Recognition awards.
• Complete data entry into various HR programs.
• Respond to inquiries from staff on issues relating to the Collective Bargaining Agreement, Human Resource policies and procedures and ezLabor.
• Schedule meetings and appropriate travel accommodations/arrangements for unit staff.
• Prepare weekly/monthly reports for Executive Director.

Qualifications:

• To be successful in this position you will need a certificate in Office Education with experience in a progressively more responsible clerical/administrative role.
• Working knowledge of maintaining unit budgets and forecasting.
• Advanced knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Experience handling highly confidential information.
• Ability to deal with confidential information in a discrete fashion.
• A criminal record check is required.
• Should the successful candidate participate in the Crop Insurance or AgriStability Programs, their account must be in good standing.
• Office Education Certificate
• Office Administration Certificate

Competencies:

• Service Excellence: Always displays respect, professionalism and dignity in daily interactions. Takes a variety of actions to fully understand and meet a customer’s needs. Follows through on commitments and responds to inquiries, emails, requests and complaints in a timely fashion.
• Personal Leadership and Development: Leads as needed, regardless of position. Demonstrates integrity, openness and inclusiveness by treating self and team members with respect and empathy. Seeks out continuous learning opportunities to further develop skills.
• Strategic Thinking: Has a clear understanding of organizational objectives and aligns daily tasks to strategic goals. Prioritizes work in alignment with organizational objectives. Helps others understand how their work goals and activities relate to the organization’s vision, mission and strategic direction.
• Decision Making: Uses information to make timely and appropriate decisions for the position. Decisions are aligned with position responsibilities, boundaries and organizational policies and practices. Can clearly explain their theory behind the decisions they made.
• Innovation: Adapts to change as required. Assists in implementing changes. Thinks outside the box to identify new solutions.
• Analytical Thinking: Asks questions to gain a clear understanding. Makes suggestions at team meetings and to manager on potential/known issues and possible solutions. Asks pointed questions and does research to learn more about the issue.
• Team Collaboration: Respects contributions of all team members, demonstrating cooperation and support for team decisions. Shares knowledge and experience with others. Develops relationships by establishing respect, trust, support and understanding.
• Building Organizational Community: Is friendly, positive and professional with people they meet. Works independently, interdependently and participates as a contributing member across work teams. Builds rapport and ensures others are informed.
• Communication: Is accessible and welcomes open communication. Presents information with clarity and consistency. Seeks input and sees things from others’ perspectives.
• Accountability: Models the values of the organization. Assumes responsibility for personal actions, behaviours and results. Actions are consistent with words (“walks the talk”).
• Performance Management: Strives for service excellence. Completes and executes own annual individual work plan. Continuously strives to meet or exceed organization and unit goals and objectives.
• Planning and Risk Management: Organizes and prioritizes work to implement plans. Divides objectives into manageable tasks and sets deadlines to keep projects moving forward. Continually adapts priorities and responsibilities in response to changing needs.
• Process Management: Understands and supports the policy-making process and one’s own operational role. Recognizes and uses corporate culture, organizational process and underlying knowledge to produce the best results.

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