Ontario Association of Children s Aid Societies Position Title: Reports to: Manager, Human Resources Director, Internal Operations Category: Management, Grade 9 Positions Supervised: Department: None Internal Operations Position Established: February 2007 Job Description Revised: Job Summary November 2007, August 2009, January 2016, October 2016, April 2018 The Human Resources Manager acts as a strategic advisor and provides expert advice to senior leaders and the CEO on human resource matters. The incumbent leads, develops and implements HR initiatives that are aligned with the values and strategic direction of the Association, and compliant with statutory and legislative requirements. The incumbent is also hands on in providing support for all day-to-day HR needs and in managing HR issues, by providing direct support on a range of human resources programs and processes, including time & attendance and payroll support, health and safety, disability management, policy development and implementation, full-cycle recruitment, orientation and onboarding, organizational planning and development, performance management, learning and development, benefits and compensation. DUTIES AND RESPONSIBILITIES The work of human resources is to be approached in a strategic manner that is value driven, equitable, consistent with best practice, and compliant with statutory and legislative requirements. Time & Attendance, HRIS and Payroll Support Maintains, monitors and audits the time and attendance system (ADP EzLabour) including preparing payroll documentation for new and departing employees, preparing monthly and
quarterly attendance reports; preparing bi-weekly payroll for export to Finance; calculating and adding hourly rates, and preparing documentation for annual salary increases. Creates and maintains confidential human resources information records and forms for all employees, including creating files and preparing documentation/forms for new staff, maintaining up-to-date records throughout the period of employment, and preparing required documentation and closing files upon employees departure. Benefits, Pension and Compensation Administers employee benefits program, including Greenshield and Desjardins Financial plans, Health Care Savings Accounts, Long-term Disability, and Health Management Program; communicates plan details to employees, manages enrollment and termination of plan members, verifies referrals and billing, and assists employees with claims and issues with insurers. Researches and assists with matters pertaining to compensation, including the maintenance of the salary and step progression scale and preparation of employee letters pertaining to salary increases. OMERS o Process employee enrolments and changes, and provide enrollment details to Finance o Forward enrolment statements to new hires o Provide training and respond to questions or concerns from employees regarding their OMERS pension Policy Development, Legislation and Complaints Resolution Recommends changes/improvements to human resources policies (such as employment equity), procedures and practices; drafts new/revised policies and procedures for review by the Human Resources Advisory Committee and/or approval by senior management; provides training for staff on new policies and practices. Maintains up-to-date knowledge of relevant employment-related legislation and employee relations best practices; provides advice and support to management to resolve human resources issues; manages the complaints and issues resolution process. Equity, Inclusion and Diversity Embraces and embeds principles of equity, diversity and inclusion into the HR framework Ensures workforce is inclusive and diverse, and has equitable processes Develops plans to provide a broad range of opportunities for under-represented and marginalized groups Health & Safety/Organizational Wellness Develops and maintains Occupational Health and Safety policies and procedures to facilitate and ensure compliance with legislative requirements; interprets and provides advice to 2
management on health and safety issues; prepares and tracks incident/accident reports; monitors first-aid requirements and certification; Co-chairs the Occupational Health and Safety Committee, including preparation of agendas, minutes, accident/ incident reports, inspections Assesses requirements for employee training and ensure employees are trained on required training courses. Enhance awareness of organizational health and implement wellness initiatives Disability Management Initiates and manages the Health Management and Long-term Disability Claims, and facilitate return to work planning. Recruitment, Orientation and Onboarding Supports management in the full-cycle recruitment and selection process by drafting/updating job descriptions, conducting job evaluations, preparing and posting job advertisements, developing screening and assessment criteria, screening applicants, scheduling interviews, conducting reference and background checks, preparing competition summaries and other records, preparing offer packages, and coordinating, onboarding and orientation activities. Human Resources Reporting/Metrics Develop and analyze quarterly HR statistics, including staff levels, turnover, absenteeism, recruitment, etc. Employ strategies to assess trends and develop opportunities for improvement (e.g. employee motivation, morale, retention and recognition) Organizational Planning & Development Maintains organizational chart Assists with organizational development and planning matters Lobbyist Registration Maintains the registered lobbyists list, including submission of bi-annual registration Ensures compliance with lobbyists legislation, including timely submission of changes and registration Performance Management Acts as a strategic advisor in the development and implementation of a performance management program at the Association that is consistent with OACAS values and embeds best practice Provides expert advice to management and supports the performance review process by providing training, maintaining templates, ensuring reviews are completed, advising on best practice, and coaching/mentoring and performance improvement strategies Ensure a relationship between talent performance and learning and development 3
Provides expert advice and supports management in the termination process, including consulting with external counsel on termination files, attending termination meetings, preparing severance letters, calculating severance payments Learning & Development Manages the learning and development process for staff, including processing and tracking training request forms Monitors and reports on status of employee training Committees Supports and/or co-chairs the Human Resources Advisory Committee, Occupational Health and Safety Committee, Wellness Committee, Leadership Group and Management Group, including preparing terms of reference, agendas and minutes, scheduling meetings, seeking members to fill vacancies and maintaining member lists. Other Provides advice and assistance to staff on human resources policies and processes, salary and benefits, pension, health and safety and other human resources matters. Prepares communications to staff on new hires, departures, organizational updates, benefits updates, changes to policies or processes, etc. Identify and address issues that affect the overall health of the organization, morale, effectiveness, turnover, absenteeism and productivity Ensure the security of employee records and appropriate retention periods Ensure exit interviews are performed effectively (design interview questions, coach interviews or conduct interviews. QUALIFICATIONS Post-secondary education in human resources management, business administration or related field Certified Human Resources Professional designation (CHRP or CHRL) and membership in Human Resources Professional Association A minimum of five years progressive management experience in a human resources role, preferably in the not-for-profit sector or in a professional association Excellent knowledge of legislation governing human resources such as the Employment Standards Act, Human Rights Code, Occupational Health and Safety, etc. Ability to operate strategically while balancing the day-to-day administrative tasks and employee support with the ongoing strategic projects and planning in a fast-paced environment Aptitude for a high degree of accuracy and attention to detail Experience interpreting and providing advice on employment-related legislation and human resources best practices 4
Thorough knowledge of the theory, principles and best practices of human resources management, related legislation and current/emerging trends/issues Knowledge of the principles of diversity, inclusion and anti-oppressive practice Strong analytical, problem solving and negotiation skills to develop and recommend effective solutions to complex human resources issues Superior interpersonal, listening and verbal communication skills to develop and maintain effective relationships with management and staff throughout the organization Strong consultative skills and judgment to provide advice and support on complex/contentious human resources matters Excellent planning and organizational skills and demonstrated initiative to manage a high volume of work with competing deadlines and priorities Excellent writing and proofreading skills to draft policies and procedures, prepare job descriptions, prepare letters, memos, minutes, reports, emails, etc. Demonstrated ability to maintain strict standards of confidentiality and exercise discretion Demonstrated ability to deal with sensitive issues with tact, diplomacy and compassion Customer-focused with a commitment to proactive quality service Advanced computer skills with proficiency in Microsoft Office and Human Resources Information Systems, including payroll, applicant tracking and attendance management software Strong collaborative skills to work effectively as part of a team Capacity to multi-task in a fast-paced environment with minimal supervision Bilingual English/French would be an asset. Working Conditions Work involves minimal physical or psychological risk, which could result from unavoidable exposure to dangerous situations or hazardous, disagreeable or uncomfortable working conditions. 5