CLK 15R - HR Operations Assistant

Posting Title
CLK 15R - HR Operations Assistant

Position Classification
Clerk R15

Union
N/A

Work Options

Location
Victoria, BC V9B 6X2 CA (Primary)

Salary Range
$59,015.56 - $66,749.47 annually

Close Date
9/25/2024

Job Type
Regular Full Time

Temporary End Date

Ministry/Organization
BC Public Service -> Office of the Auditor General

Ministry Branch / Division
Strategic Human Resources

Job Summary

HR Operations Assistant
Classification: Clerk 15
Salary: $59,015.56 - $66,749.47
Job Type: Regular Full-Time
Location: Victoria, BC
An eligibility list may be established for future vacancies.

Do you want to be part of a challenging and rewarding work community?

The Office of the Auditor General of B.C. (OAG) is an independent office of the legislature that contributes to excellence in effective and accountable government. We offer opportunities for career growth, an excellent compensation package, and flexible working arrangements.
Our office promotes trust, cooperation, and teamwork in a diverse, inclusive, and respectful environment. We are committed to creating and reinforcing diversity, equity, inclusion, and psychological safety - creating a safe environment where everyone feels they belong and are encouraged to bring their whole selves to work. We support each other, celebrate our successes, and encourage a healthy work-life balance for everyone. Our staff events are socially, physically, and emotionally nourishing - with lots of great food - and fun!
Interested in growing your career? We offer support for your professional development and education and reimbursement of your professional dues. Other benefits include:
- Extended health benefits,
- Policies and benefits to support your personal and family needs,
- Public service pension,
- Life insurance and
- Confidential employee and family assistance program.
Our downtown Victoria location supports collaboration and includes a gym, indoor bike storage, and decks with views of the beautiful Inner Harbour.

About the Role
Reporting to the HR Advisor, the HR Operations Assistant provides administrative, technical, and planning support for human resources initiatives within the OAG.
This person in this position provides general human resources and technical services to support decision-making and recruitment activities. They are responsible for accurate and timely processing of staffing, pay, benefits, and leave actions, the entry and maintenance of human resource data and information, and transactional and inquiry services for staff, including managing and tracking HR service requests, and requests for information related to terms and conditions of employment.

Accountabilities
• Supports the HR department in the areas of recruitment, onboarding, offboarding, employee relations, learning and development, occupational health, safety and wellness, engagement, analytics and reporting, internal communications, and strategic projects.
• Manages organizational charts and processes staffing change updates in PeopleSoft.
• Manages the HR shared inbox, providing advice and assistance to employees related to routine interpretation and application of HR-related information, and escalating complex inquiries, as appropriate.
• Administers employee records, ensuring completeness, accuracy, and compliance with regulations.
• Coordinates training registrations for employees.
• Manages the Employee Lifecycle Management system (ELMO), including consulting with IT to update and improve the system.
• Coordinates onboarding activities by providing guidance to managers and supervisors about orientation resources and tools, and leading orientation presentations for new staff.
• Contributes to the development and implementation of HR policies, procedures, and initiatives aligned with organizational goals and best practices.
• Liaises with BC Public Service Agency (PSA) and external platforms to post vacancies.
• Coordinates full cycle recruitment and selection processes for the Office, including:
o updating job profiles, postings, and recruitment materials,
o creating interview packages for hiring panels and maintain competition files,
o providing information about recruitment processes and employment information to applicants,
o administering assessments, scheduling interviews, and issuing competition notifications, and
o drafting offer letters and coordinating employee onboarding.
• Receives, processes and follows up on Criminal Record Checks for new hires.
• Provides administrative services for the HR team, including scheduling meetings, taking minutes, and preparing agendas, as well as coordination with internal departments and external agencies (e.g. PSA).
• Prepares documentation for appointments, probationary completion, salary increase letters and TA conclusion letters, including liaising with payroll and data entry changes.
• Develops and maintains tracking and monitoring systems to ensure timely processing of probationary periods, leaves, and temporary assignments.
• Organizes and coordinates OAG recognition events (e.g. employee awards, long service awards, public service week activities, and celebration events) and administers the OAG recognition program.
• Makes approved purchases using HR budget.
• Evaluates HR practices to make improvements and ensure consistency across the organization, including updating and maintaining templates, checklists and documentation.

JOB REQUIREMENTS

Education and Experience
• Grade 12 graduation or equivalent and at least 2-years' experience coordinating administrative functions, including accurately entering and managing information in a database, producing and running reports, and providing exceptional and prompt internal and external client service.
• Experience dealing with highly sensitive and confidential HR-related issues, including seeking guidance, drafting letters, and submitting paperwork.
• Proficiency in Microsoft Office applications (Excel, Word, Outlook) including mail merges.

Preferences
• Preference may be given for an HR diploma, HR certification, or courses in HR.
• Preference may be given for experience entering data into PeopleSoft.
• Preference may be given for experience managing and organizing a shared inbox.
• Preference may be given to administrative experience in the public sector.

Knowledge, Skills & Abilities
• Knowledge of human resource management principles.
• Understanding of policies and procedures governing staffing and other human resource management activities within the public service.
• Ability to demonstrate initiative and anticipate upcoming needs of the department.
• Strong attention to detail and ability to produce quality products in a timely manner.
• Aptitude in navigating web applications and conducting information searches.
• High-level of judgement in dealing with confidential information.
• Demonstrated ability to communicate effectively in English, both orally and in writing, and demonstrated tact and diplomacy.
• Ability to multi-task and prioritize.
• Ability to work under pressure in a fast-paced office environment.
• Excellent relationship-building skills, with ability to secure trust and cooperation of staff and colleagues, and to build good working relationships.

Proviso
• Must be eligible to work in Canada (Permanent Resident or Canadian citizen).
• Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced screening checks as required by the office.
• We support a flexible, hybrid work environment; However, you must be able to work in the office when required by your supervisor and/or operational requirements.
Please see the attached job profile for a full description of the accountabilities and required qualifications.

How to Apply

To be considered for this role candidates must submit a cover letter detailing how their experience meets the requirements of the role along with a resume with the months and years at each position. Please submit one PDF document with your resume and cover letter to ncook@bcauditor.com.

Your application must include whether or not you are eligible to work in Canada, and whether or not this is temporary. Failure to provide all the requested documents as described above will result in your application being unsuccessful.

Applications will be accepted until 11:59 p.m. on Wednesday, September 25, 2024.

We encourage candidates of all backgrounds and all abilities to apply. We invite candidates to ask for help if they need accommodations for the job application process.

For more information, please contact ncook@bcauditor.com.

Job Category
Human Resources