Administrative Assistant - Kingston, Canada - Community Living Kingston and District

Community Living Kingston and District

Verified Company

Kingston, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Community Living Kingston and District (CLKD) is a progressive organization employing over 300 staff members who provide support to nearly seven hundred people with intellectual disabilities in the Kingston, Frontenac, Lennox & Addington, and Leeds-Grenville region.

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Overview of Duties and Responsibilities:_

Administrative Responsibilities:

Update Human Resources Information System (DayForce), Learning Management System (Surge), and employee files as well as prepare and run reports from those systems;
Audit files to ensure they are current, complete, and accurate and follow up to obtain additional information / documentation as needed;
Document processes, conduct research, and prepare reports (e.g. identify absenteeism trends / patterns for follow up, etc.);
Prepare information / materials such as recruitment and onboarding packages and coordinate various Human Resources processes (e.g. scheduling meetings, booking meeting rooms, conducting reference checks, etc.);
Maintain board room and meeting room booking process, ensuring room cleanliness and appropriate set up, audit and order related supplies including food for meetings;

Scheduling Responsibilities:

Maintain and update staff schedules that have been posted and ensure changes (e.g. sick calls, time off requests, etc.) are addressed in a timely manner;
Ensure that staffing is arranged and / or staff are redeployed to meet the needs of persons served, within the parameters of the Collective Agreement;
Maintain and update the Dayforce payroll, scheduling and HR system(s) and ensure that staff hours are accurately provided in a timely manner to the Scheduling Supervisors;

Other Responsibilities:

Assume all reception duties, which includes answering and directing incoming calls, sorting and distributing incoming mail and deliveries, administering outgoing mail process, etc.
Ensure all activities within span of control and influence operate in accordance with legislative requirements and conform to best practice standards, CLKD policy and Collective Agreement;
Work collaboratively with Scheduling Supervisors, Human Resources Manager, Director of Human Resources, Division Managers, and individual program Coordinators to report on and solve program staffing concerns they are aware of that require attention;
Complete all other duties as assigned.

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Preferred Skills and Qualifications:_

A postsecondary degree or diploma in Business Administration (Human Resources Diploma would be a strong asset), or a relevant combination of education and experience may be considered, preferably in a unionized work environment;
Proven ability to maintain professionalism, composure and tact under pressure and working to tight deadlines while resolving conflicts;
Excellent organizational and time management skills;
Demonstrated competency in the areas of problem solving & decision making, interpersonal relations & respect (valuing equity, diversity and inclusion), initiative (strategic thinking), collaboration (building relationships), resilience, and planning & organizing (resource management);
A sound understanding of the organization's programs, personnel and scheduling practices;
Strong technology skills, accuracy, and attention to detail are required for this position; experience with Microsoft Office (especially Excel) and scheduling/HR software is preferred;
Experience in a position with a wide range of responsibilities that involve a high level of integrity, confidentiality, adaptability, and multitasking is a requirement;
Fluency in French would be considered a strong asset;
A clear criminal record check with vulnerable sector screening.

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Hours of Work:_

Note that this position is intended to work 40 hours per week.

The Administrative Assistant responsibilities would be scheduled during Monday to Friday 8:30am to 4:30pm while the Scheduling responsibilities would be scheduled on a rotational basis consistent with the Scheduling Department's hours of operation currently as follows:

Saturdays to Thursdays from 7:00a to 5:00p
Fridays from 7:00a to 7:00p

Other hours including evenings and holidays may be required, as determined by the Scheduling Supervisors.
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Start Date:_ As soon as possible
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Application Instructions:_ Interested applicants should submit a cover letter and resume to:
Kim Dawdy, Human Resources Manager
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Application Deadline:_ By 4:30pm on December 1, 2023.

Salary:
From $26.30 per hour

Benefits: