Coordinator, Administration

Website City of Brampton

JOB TITLE:  Coordinator, Administration

DEPARTMENT:  Corporate Support Services

POSTING NUMBER:  104825

NUMBER OF POSITIONS:  1

JOB STATUS & DURATION:  Temporary 6-months

HOURS OF WORK:  35 hour workweek

LOCATION:  The City of Brampton has implemented a gradual reintegration of staff into the workplace.  Beginning on April 4, 2022, onsite work location of two (2) days a week will commence.  Beginning on July 4, 2022, this will increase to three (3) days a week. There will be continued opportunities for hybrid work from September 2022 onwards, and we’ll continue to evaluate to determine which hybrid model works best.  Once working onsite, you will report to the location of City Hall.

SALARY GRADE:  4

HIRING SALARY RANGE:  $73,881.00 – $83,116.00 per annum

MAXIMUM OF SALARY RANGE:  $92,351.00 per annum

JOB TYPE:  Management and Administration

POSTING DATE:  June 2, 2022

CLOSING DATE:  June 15, 2022

 

AREA OF RESPONSIBILITY:

 

This role is responsible to coordinate and facilitate daily administrative workflow activities and small project initiatives within established timelines and corporate service standards. Provide guidance and advice on administration, confidential matters and budget preparation and reporting.

 

The primary focus is co-ordination of the Human Resources general administration services, programs and processes to maintain efficiency and excellence in customer service delivery. Provide confidential support to the Director and supervises designated Human Resources Assistants.  Accountable for the divisional budget management process.  Provide procedural guidance to the HR Assistants to ensure customer service standards are maintained.

 

OPERATION SUPPORT

·         Provide organized and proactive coordination of administrative initiatives including correspondence, documentation and answering enquiries to meet operational needs and corporate service standards.

·         Accountable for supervising administrative tasks to ensure services and timelines are adhered to.

·         Responsible for the budget management for the Director’s office and performs the analysis to ensure compliance, reconciliation and reporting.

 

CUSTOMER SERVICE

·         Respond and handle customer enquiries; prioritize requests and escalate for resolution as required to meet corporate service standards.

·         Act as first point of contact for matters directed to the Director and exercises judgement in handling.

·         Build and maintain a relationship with cross-functional departments, team, management and externally, to foster and support coordination while carrying out accountabilities.

·         Ensure service related requests are resourced to HR functional areas for response purposes.

·         Maintain divisional Call Centre integration.

 

COMMUNICATION AND REPORTING

·         Prepare reports, presentations, statistical reporting, data and other relevant materials as required accurately by established timelines.

·         Investigate customer service issues and resolve general matters to ensure proper resolve.

·         Handle confidential matters and co-ordinate activities to support the Director.

·         Maintain documentation and correspondence and ensure necessary sign-offs and approvals meet policies and confidentiality.

·         Liaise with SMT/ELT for Human Resources report tracking.

 

CORPORATE CONTRIBUTION

·         Conduct research using internal and external resources to gain insight of current programs, processes and practices to assist management in ways to support operational needs.

·         Represent the division on various cross-sectional teams and facilitate special services such as space planning, records management, telecommunications, time entry and general reporting.

·         Responsible for confidential divisional files and sensitive Human Resources information and records.

·         Maintain knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).

 

BUDGET SUPPORT

·         Prepare, manage and monitor divisional budget and provide support to sections on reconciliation and expense management to meet corporate policies and guidelines.

·         Manage the Director’s budget expenses and provides monthly status updates.

·         Accountable for the annual budget preparation and corporate reporting.

 

TEAMWORK AND COOPERATION

·         Assist in special projects and training as required.

·         Work well within diverse groups to support operational goals and objectives.

·         Provide support to Human Resources Management Team.

·         Demonstrate corporate values at all times.

·         Participate as a member of cross-functional teams.

·         Provide support/backup as necessary.

 

SELECTION CRITERIA:

 

EDUCATION:

 

·         Post-secondary degree or diploma in Business/Office Administration

 

REQUIRED EXPERIENCE:

 

·         3-5 years Human Resources senior administrative experience preferably in a public setting environment.

·         Supervisory experience is an asset.

 

OTHER SKILLS AND ASSETS:

 

·         Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset

·         Ability to identify business needs, initiate, coordinate project resource requests

·         Customer Service and People Management skills; Interface with internal and external customers to meet corporate service standards

·         Detail oriented, well organized, and able to coordinate and multi-task to accomplish a variety of tasks and activities meeting conflicting priorities and timelines

·         Analytical skills for complex problem solving

·         Computer proficiency in Microsoft, PeopleSoft, Versatile, Questica, and eScribe

 

**Various tests and/or exams may be administered as part of the selection criteria.

 

Alternate formats will be provided upon request.

 

Interview:  Our recruitment process will be completed with video conference technology.

 

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation.  Any changes affecting this position will be communicated as information becomes available.

 

If this opportunity matches your interest and experience, please apply online at: www.brampton.ca/employment quoting reference # 104825 by June 15, 2022 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

 

As part of the application process, applicants will be invited to complete a self identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions.  All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable.  The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

 

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

 

 

The City is an equal opportunity employer.  We are committed to inclusive, barrier-free recruitment and selection processes and work environments. If you require any accommodations at any point during the application and hiring process, please contact TalentAcquisition@brampton.ca or 905.874.2150 with your accommodation needs, quoting the job opening ID#, job title. Any information received relating to accommodation will be addressed confidentially.

To apply for this job please visit www.brampton.ca.

Scroll to Top