Administrative Support Agent, principal class - Jobs in Sainte-Anne-de-Bellevue, QC

Job Description

IMPORTANT: Effective immediatelyJOB SUMMARY: Under the direct supervision of the Director of Human resources, performs administrative functions for the Human Resources Department.DUTIES AND RESPONSIBILITIES:Reception:

• Greet and assist visitors to the Human Resources Department
• Answer telephone inquiries, provide general information and re-route calls as needed
• Respond to emails received and provide general information as required
• Maintain reservation schedule for HR Conference spaces.
• Generate labels from the CLARA HR/Payroll system for bulk mailing
• Open and distribute mail within the HR department
• Replenish stationery supplies as needed; receive and process stationery orders including paper for printers and Xerox machine
• Type correspondence in either English or French
• Perform any other related tasks as may be assigned

HR Administration:

• Post communications on JAC Portal and update HR web pages
• Contact applicants for interviews. Schedule interview times. Explain and set up testing under special circumstances dependent on the department (outside of language and software testing). Set up the interview room when needed for multimedia.
• Purchase orders for Finance – create PO for all invoices, purchases etc. for the department. Follow up with AP to provide PO/DMA # and ensure that payment has been processed.
• New Employee Orientation: coordinate event from A to Z, act as point of contact for new employee enquiries, prepare and update “Welcome Package” including the portal page for new employees
• Contact new non-teaching employees one month after Orientation to obtain feedback regarding their transition into the College; follow – up as necessary.
• Receive and respond to questions from employees/external applicants regarding the on-line application system
• Assemble and distribute performance evaluation forms according to the prescribed deadlines for
• Support and Professional employees. Track and file envelopes when they are returned to HRS.
• Receive registrations for HR events and activities such as Wellness Week activities etc.
• Schedule meetings and prepare agendas and documentation i.e.: Team meetings, committee meetings etc.)
• Coordinate appointments and payments for annual vaccination clinic
• Update Loi 15 data for Director of HR – create annual report
• Update and maintain HR Service Index
• Maintain petty cash

Temporary employee payroll administration

• Collect, verify and create profiles and functions for TEPA occasional/Replacement/Hourly and Flat rate employees on the CLARA HR/Payroll system. Including producing bi weekly reports for payroll
• Enter time/hours and rates for Flat rate employees (bi weekly)
• Enter time/hours for TEPA employees hired by HRS
• Collect, verify and create profiles and functions for STUDENT TEPA on the CLARA HR/Payroll system
• Verify dates/budget codes on timesheets for all TEPA employees (bi weekly)
• Prepare TEPA Tracking reports and advise the department supervisor when occasional employees have reached maximum days/hours

ReportingProduce and forward to Union:

• Monthly Union Dues Report
• Bi-annual Student Employee Report

Wellness Week Planning Committee

• Attend planning meetings
• Schedule events for each day of Wellness week including a theme, T-shirt design etc…
• Coordinate with the team, the annual Health Clinic
• Create event program and registration form
• Track registration and schedule
• Lead events throughout the week (attendance, giveaways etc.)

Retirements and 15 & 25 Year Service Celebration

• Oversee planning and logistics for the celebration (i.e.: invitations, logistics, food, beverages, speakers, equipment etc.)
• Oversee and coordinate the Retirement Gift Program (i.e.: gift selection, gift orders with Birks, delivery etc.)
• Prepare lists of employees celebrating 15- & 25-year service
• Help with Hall of Distinction on day of event as well as minor task on the lead up to this event such as order flowers, centerpieces, photographer etc…

Back-Up and replacement duties:As required, replace Administration Technician and Administrative Support Agent, Cl. PrincipaleNOTE: Any additional duties and tasks will be assigned by the Coordinator of Human ResourcesQUALIFICATIONS:Education:Diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority.Specific Requirements:

• One (1) year of pertinent experience
• Computer software (MS Office, Word, Excel)
• Intermediate English - oral and written
• French Oral Comprehension-Intermediate
• French Oral-Intermediate
• Ability to deal with people pleasantly and efficiently
• Ability to produce work under pressure

Testing may be required to demonstrate knowledge of:

• Word (intermediate)
• Excel (intermediate)
• French (Intermediate oral comprehension)
• French (Intermediate oral)
• English (Intermediate oral and written)

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