The Position
Reporting to the Chief People Officer this position is responsible for accurate entry and maintenance of confidential employee records. This includes ensuring data integrity for the HRIS system by inputting, updating, and verifying employee information, generating reports, and supporting the HR staff while adhering to data privacy regulations. This position will liaise with the third-party vendors (payroll (ADP) Business Partner and the benefits brokerage), staff, and managers to provide relevant employee information by ensuring employee profiles, transfers, compensation, and benefits information are set up correctly. This position will also support the human resource coordinators in recruitment, performance management, time and attendance, benefits/leave management, training, and onboarding. The position will provide general administrative duties to produce letters/forms, update spreadsheets, tracking logs, and maintain filing for audit purposes. The position will respond to HR queries promptly, escalating when necessary.
Responsibilities:
Data Entry and Maintenance:
- Accurately inputting new employee data, including personal details, employment history, benefits information, and payroll details into the ADP system.
- Updating existing employee records with changes such as job title changes, salary adjustments, and leave of absence.
- Performing data cleansing activities to ensure data consistency and accuracy.
System Administration:
- Managing user access and security levels within the ADP system.
- Monitoring system updates and implementing new features as needed.
- Troubleshooting technical issues related to data entry and reporting within the ADP system as necessary.
Liaise with Vendors, HR, Staff, and Managers
- Liaise with ADP Business Partner to ensure timely accurate data is inputted within weekly timeframes.
- Liaise with TIPI, Canada Life, WCB, etc. for benefits administration, disability management forms, and information that is accurate and up-to-date.
- Liaise with management to ensure timely employee data is obtained and completed thoroughly.
- Liaise with staff to respond to general inquiries or request information and escalate to the appropriate person as necessary.
- Liaise and support HR Coordinators as necessary with recruitment, performance management, time and attendance, benefits/leave management, training and onboarding.
Reporting and Analysis:
- Generating standard and customized reports from the ADP system to provide insights on workforce demographics, headcount, turnover, overtime, and other key HR metrics.
- Analyzing HR data to identify trends and patterns to support strategic decision-making.
Compliance and Data Privacy:
- Ensuring compliance with all applicable data privacy laws and regulations when handling employee data.
- Implementing data security measures to protect sensitive employee information.
Training and Support:
- Providing training to staff on how to use the ADP system effectively for data entry, reporting, and record keeping.
- Assisting staff with resolving queries related to data access and system functionality.
General Administration
- Monitoring shared inboxes and actioning all incoming inquiries.
- Prepare notices and advertisements for vacant staff positions.
- Maintain spreadsheets and internal tracking systems, compile statistics and ensure HR metrics are updated regularly.
- Coordinate orientation and training programs for staff.
- Familiar with and ensures compliance with the requirements of safeguarding and privacy of information, attending training as required.
- Maintains the HR database system and other electronic and paper-based filing systems, ensuring these are accurate and up-to-date.
- Carries out general office administration eg. meeting minutes, arranging meetings, agendas, documents, letters, etc.
- Maintains a personnel file for each employee.
- Performs other related duties as defined and assigned by the reporting manager or designate on an as-and-when-required basis.
Education and Experience: Proficiency in ADP Workforce Now or other ADP HRIS systems
- A completed HR, business/office administration, or relevant certificate.
- Experience with extensive data entry and accuracy skills in an HRIS system.
- Experience working with third-party vendors. Experience with ADP Workforce Now preferred.
- Experience with problem-solving and troubleshooting abilities
- Experience general administrative duties such as generating reports and updating tracking logs, preparing letters, and file maintenance.
- Experience working within a governance structure in a community development capacity with First Nations;
- Experience or strong familiarity with First Nations culture, and history is considered an asset.
Knowledge, Skills, and/or Abilities:
- Knowledge and understanding of data privacy regulations.
- Knowledge of human resources information systems data management and security administration.
- Proven ability to demonstrate strong data entry and accuracy skills within tight timeframes and deadlines.
- Excellent verbal and written communication skills, including the ability to establish and maintain effective working relationships with HR, staff, and vendors using a client-centered approach to problem-solve and troubleshoot.
- Excellent analytical and reporting capabilities
- Dependability: able to work independently, submit accurate documentation, and seek guidance when needed
- Receptive: accept feedback, take ownership of responsibilities, and identify areas of growth
- Interpersonal Skills: communicates, seek solutions, and demonstrates flexibility
- Integrity: keep sensitive information confidential and adheres to STC’s policies
- Initiative: seeks opportunities for further development
Other:
- Must provide a current, original, Canadian Criminal Record Check (CCRC) as a condition of employment.
- Must have a valid driver’s license.
Please apply by visiting the STC Website at: www.sktc.sk.ca