Human Resources Coordinator, Term E018-24

LEGAL AID BC EXEMPT POSTING

 

TO:                                   LABC STAFF

 

FROM:                             HUMAN RESOURCES DEPARTMENT

 

POSITION:                       HUMAN RESOURCES COORDINATOR

 

ONE FULL-TIME TERM POSITION - VANCOUVER until March 31, 2025

 

COMPETITION NO:         E018-24

 

DATE POSTED:               May 1, 2024

 

CLOSING DATE:             May 13, 2024

 

STARTING DATE:           ASAP

 

SALARY:                         ($62,692 - $72,848) As per the Administrative Salary Scale

 

HOURS OF WORK:        35 hours per week, Monday to Friday

This position has the option to participate in a modified work week schedule (37.5 hours/week) Monday to Friday, with the extra hours worked as one earned day off taken once every three-week scheduled cycle.

 

 

PRIMARY FUNCTION:   

 

Reporting to the Manager, Human Resources and Organizational Development, this position provides administrative services and HR support services to the Manager and Human Resources Advisors in the areas of recruitment, HRIS, compensation and benefits, labour relations, employee recognition, employee wellness, training, health and safety, report preparation, and leave administration.

 

The following job duties are illustrative examples, and shall not be construed as an exhaustive description of all the work requirements that may be inherent in the job.

 

VALUES STATEMENT: 

 

Our commitment to the principles of fundamental justice embedded in the Charter of Rights and Freedoms, and to Truth and Reconciliation, and Equity, Diversity, and Inclusion is ambitious and foundational.  It informs everything we do, as we defend liberty, equality, autonomy, and dignity; as we dismantle colonization, racism, sexism, transphobia and homophobia, and all discrimination.  These are our values, and they inform our hiring practices too.  Our business is aiding people in severe legal distress and necessitates internal and external alignment of practicing these values.  Integrating Truth and Reconciliation, and Equity, Diversity, and Inclusion throughout every aspect of Legal Aid BC is critical to building that culture, and we prioritize ongoing resources to achieve that goal. 

 

 

KEY ACCOUNTABILITES:

 

HRIS, Compensation and Benefits:

• Responsible for maintenance of the HRIS system including the following:  setting up users, creating reports, applying updates, processing annual rollovers
• Recommends changes to systems and procedures to ensure the efficiency and accuracy of all employee records and HR data
• Liaises and works closely with Payroll/Benefits Administrator to provide timely and accurate data for payroll processing on all salary related issues arising from various HR activities; tracks and provides benefit/pension start dates for new employees
• Creates employee records in the HR system such as:  adding new hires, processing terminations, processing adjustments, monitoring and processing employee records for increments
• Monitors sick, vacation and special leave balances; balances and advances annual leave entitlements
• Prepares and administers maternity/parental leave; calculates and prepares top-up payments
• Oversees the administration of the BCGEU Job Classification system; assists with changes of job descriptions and rating sheets; attends, takes and distributes minutes of committee meetings
• Prepares and issues Casual, GEU and PEA seniority lists and maintains recall lists
• Prepare various reports using the HRIS system and other tracking means
• Prepares and administers EXBP/SLBP leave plans including: sending out questionnaire, calculations of leave amounts, balances at fiscal year-end, annual rollovers, HRIS entries, reports, letters and payroll adjustments
• Maintains and updates salary scales for all pay groups.

 

HR Support Services:

• Provides general office support duties including typing correspondence, processing mail, ordering and maintaining office supplies
• Maintains all confidential personnel files, managing critical documentation and employee information
• Acts as a first point of contact for the department, dealing professionally and courteously with general enquiries and referring complicated higher-level issues to the HR Advisor or Manager
• Processes invoice payments, reviews department budget for accuracy and reports out to manager
• Coordinates and manages administration of Employee Recognition and Employee Wellness programs including preparation of agendas, attending and taking minutes and distribution; manages program budget and processes invoice payments; provides advice and information to employees/supervisors/managers; plans and arranges wellness events; assists divisions/departments with recognition event management
• Coordinates and prepares documents related to Human Rights Tribunal program
• Maintains records and compiles statistical reports concerning personnel-related data such as hires, transfers, performance management, vacation, sick leave and special leaves
• Prepares and distributes MWW schedules
• Prepares, updates and distributes organization charts and calculates FTE count breakdown by division/department and employee group
• Attends, takes and distributes minutes of monthly meetings for the Joint Occupational Health and Safety Committee; conducts ergonomic assessments for employees
• Administration of training program including registering employees for training courses, and updates employee training database.
• Researches and provides statistics for the HR department and other departments for budget and staffing management purposes
• Provides administrative support in labour relations management including areas of attendance management, probationary reviews and orientation 
• Tracks probationary and trial review dates and ensures reviews are completed in an accurate and timely manner; advises managers/supervisors on outstanding reviews
• Assists in the development and implementation of policies, programs and procedures as required
• Participates in special projects
• Provides support to the Vice President, Manager and HR team as required
• Performs other related duties as required

 

Recruitment:

• Administers and coordinates the recruitment process by posting positions, applicant screening, testing, interviewing, conducting reference checks and completing offer letters and applicable paperwork for new hires 
• Organizes the acquisition of casual and temporary employees for support staff vacancies; maintains and updates recall list
• HR liaison contact with external recruitment agencies and oversees management of temporary agency contracts
• Manages the placing of job postings on LABC’s website (internal and external) and any external job boards 
• Manages LABC’s social media, LinkedIn page

 

QUALIFICATIONS:

 

Education and Experience

• High school graduation supplemented by HR certificate or HR Diploma
• Three years’ related experience in a human resources environment working within a unionized environment
• An equivalent combination of training and experience

 

Technical Competencies

• Strong organizational and administrative skills
• Working knowledge of departmental operations, programs, services, policies and procedures
• Working knowledge of Collective Agreements
• Working knowledge of HRIS and report writing features
• Excellent skill in the use of word-processing and spreadsheet software, and in the creation and manipulation of data bases
• Excellent verbal and written communication skills
• Exceptional interpersonal skills with a demonstrated ability to provide excellent customer service to all levels of stakeholders
• Strong team player working cooperatively and constructively and effectively with others
• Excellent problem-solving skills
• Proven time management and organizational skills and ability to organize a heavy workload, identify and set priorities, and meet deadlines
• Ability to exercise flexibility, balance changing priorities, and effectively accommodate changing situations
• Ability to be discrete, deal tactfully and professionally with information of confidential and/or sensitive nature
• Detail-oriented with high standards for quality of deliverables
• Ability to establish and maintain effective working relationships with directors, senior managers, peers, and relevant external contacts
• High level of proficiency working with desktop applications including MS Office
• Proficiency in typing (50 wpm) and data entry
• Demonstrated ability to collaborate and to work on a team

 

This competition requires the candidate to complete the following tests: MS Office (Outlook, Word, Excel, PowerPoint) Typing 50 wpm

 

We offer (based on your employment status and affiliation):

 

Four weeks paid vacation to start that grows the longer you are with LABC An excellent employee benefits package, where premiums are 100% paid by LABC A generous defined benefit pension plan Support for training and development An Employee and Family Assistance program The opportunity to participate in various Employee programs (Employee Wellness, etc.) Support for a healthy work/life balance Generous leave provisions (sick time, special leaves)  13 paid statutory holidays An opportunity for a flexible hybrid work arrangement for some positions (LABC reserves the right to change this policy at any time) Transit friendly employer for eligible staff to have their commute subsidized Dog-friendly offices  Dedicated Cultural Leave provisions for Indigenous employees An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace

 

VISIT OUR WEBSITE AT www.legalaid.bc.ca

 

We would like to thank all external applicants for their interest but regret that only those shortlisted will be contacted.