Bridging People and Possibilities  |  A Service of  Tyndale University College & Seminary

Administrative Assistant, Human Resources - Mat Leave

Administrative Assistant, Human Resources - Mat Leave

Company: The Mustard Seed
Location/Address:
10568 114th Street
Edmonton, Alberta

Position Description

The Mustard Seed is a Christian humanitarian organization whose vision is to build community, grow hope and support change. Intentionally following Jesus Christ and partnering with the community, The Mustard Seed combats the root causes of poverty in Alberta and British Columbia and works to create positive, lasting change in the lives of those we serve. The Mustard Seed provides basic services— food, clothing and housing, and support services—education and employment, to those living in poverty within Alberta and British Columbia.

Position Summary

The Human Resource function is a centralized service and is responsible for the human resources management. Reporting to the HR Business Partner—Edmonton, the Administrative Assistant will support the Human Resources department in Alberta and British Columbia in administrative tasks or activities. This role handles highly confidential personal information and therefore requires an individual who can handle sensitive information in the utmost professional manner.

Major Duties and Responsibilities

  • Provide administrative support to the HR Business Partner(s) and HR Team as required 
  • Provide support in record keeping, the creation and maintenance of files, archiving staff files and human resource materials, and train volunteers to do the same
  • Receive employee documentation, enter and update employee records in Payworks for Edmonton/Red Deer/Kamloops
  • Prepare HR related communication and submit documents for approval
  • Assist in recruitment related activities:
    • Post vacancies on job boards
    • Update online forms and questions
    • Book interviews and create interview packages
    • Send out offer letters and regrets for unsuccessful candidates
    • Conduct reference checks
    • Track back checks, HR policy sign-offs and vulnerable sector checks
  • Track external contractual requirements with Homeward Trust and comply with audit guidelines
  • Track work permit eligibilities
  • Coordinate GoodLife fitness memberships
  • Maintain organizational charts
  • Respond to employee questions and concerns
  • Assist with recruitment reports, schedule and coordinate core training for staff, and send out HR notifications as requested
  • Help organize and schedule trainings/activities/sessions for Edmonton and Red Deer as required (new employee orientation, core training, lunch and learns and other requested initiatives)
  • Assist with new HR projects and initiatives when requested
  • Reconcile and complete expense reports for HR Manager and HR Business Partner(s)
  • Provide administration support for filing WCB claims and monitor Health and Safety inbox
  • Monitor Health and Safety, Training, HR and Recruitment inbox’s
  • Prepare applications for the Canada Summer Job grant
  • Support the practicum student program in Edmonton/Red Deer/Kamloops—complete pre-screening, prepare offer packages, ensure forms are submitted, and notify departments (designated representatives)
  • Schedule and record meeting minutes for HR team meetings
  • Provide back - up to HR Coordinators in Calgary and Kamloops as needed

Minimum Qualifications and Skills

  • Post-secondary certificate/diploma with a human resources or business preferred; equivalent combinations of education and experience may be considered
  • 3 years’ previous office experience
  • Strong organizational skills with effective multi - tasking skills
  • Excellent verbal and written communication skills with an understanding of confidentiality and protocol is essential
  • Ability to work in a team environment and interact effectively with staff at all levels
  • Must be self - directed and have the ability to work independently and support multiple locations
  • Excellent customer service skills
  • Meticulous attention to detail, ability to prioritize and strong time management skills
  • Strong working knowledge of Microsoft Office Programs (i.e., Word, Outlook, Excel, etc.) and human resources information systems
  • Previous human resources experience is a definite asset

Other Information

  • This a fixed term position for one year starting May 2019
  • This is a permanent full - time position working 40 hours per week Monday through Friday 8 am to 4:30 pm
  • Office setting, extended computer use, sitting, reaching, standing, minimal lifting and walking
  • Moderate mental effort with periods of high volume workload
  • Fast paced and demanding work environment
  • Employment Security Check is required
  • As The Mustard Seed is a Christian ministry, we require our employees to be in agreement and to sign our statement of faith
  • Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer
  • We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Start date: once a suitable candidate is found

Apply online using our Position Application Form on our Careers page. (https://themustardseedhr.wufoo.eu/forms/position-application-form/)

Privacy Policy: The Mustard Seed follows the principles of privacy therefore the privacy policy will be adhered to. We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted.  The Mustard Seed reserves the right to amend job advertisements. No phone calls please.

Posted: April 4, 2019 | Expires: May 4, 2019
Posted Under: Administration
Career ID: [ 6673 ]