POSITION TITLE: Human Resources Assistant
DEPT/DIV.:
Community & Corporate Services REPORTS TO: Human Resources
Sergeant
BRANCH: Human Resources ASSOCIATION: Civilian LOCATION: Headquarters GRADE LEVEL: D DATE UPDATED: October 2009
HOURS OF WORK: 35 hrs/wk Mon-Fri Day Shift GENERAL PURPOSE:
To provide assistance to the recruitment, screening, testing and interviewing processes of
civilian and uniform staff. To coordinate the identification card component of the Maestro Door Access System to the Headquarters and Investigative Services buildings and issue security passes and identification cards.
MAJOR RESPONSIBILITIES:
Updates police service employee files with regard to any event that occurs during the course of their employment and provides information as requested. Tracks documents requiring
expunging from personnel files as per Collective Agreement and the Records Retention By-Law. Maintains performance appraisal schedule and advancement system. Coordinates the co-op student appreciation semester-end recognition breakfast and new employee orientation sessions. Coordinates access groups for employee access of WRPS buildings. Issues new cards with access for employees, contractors with building access and outside agencies. Replaces and deactivates lost cards and changes access for employee transfers. Cancels cards immediately so that unauthorized persons cannot access areas they are not permitted access to. Creates new access groups if required, cancels or changes access groups, tracks card numbers, calls for service if door access not working. Creates reports and audits for branch supervisors as requested. Responds to sometimes urgent calls, in person and by telephone regarding card access issues so that persons are able to access their work stations outside of business hours. Enters personal data into the Niche Digital Mugshot System for identification card issuance. Processes and distributes ID Cards for police service members, volunteers and other authorized individuals. Schedules fingerprints and photographs for the Identification Branch for volunteers, co-operative students, new employees, contractors and enters their personal information into the Niche Records Management System database.
Sets up and maintains databases and uses merging capabilities between Access and Excel, Word to manage data, send mass letters and memos to applicants and staff in response to competitions. Uses databases to maintain human resource records, testing and interviewing of civilian staff, to track competition results, deadlines and details. Assists the Human Resources Sergeant to
prepare documentation for the uniform promotional process program, as well as the co-op student, band, chorus, volunteer and special constable programs.
Maintains information on database for sworn member annual promotional exams (Internal Policies & Procedures and Ontario Police College administered selection exams). Provides information to Promotional Panels as requested.
Tracks status of contractors and Special Constables to process applications, security checks and maintain files University Special Constables. Uses databases to maintain membership lists, track renewal status and to forward documentation to the Ministry of the Solicitor General. Contacts various organizations of contracted cleaning agencies and Region of Waterloo to track security checks, annual renewals and to re-issue new identification cards. Schedules volunteers who have been approved as designated volunteers through the annual renewal process, or new volunteers for fingerprints and photographs and issues identification cards.
Pre-screens applications, schedules testing, administers and marks routine employment tests. Posts job vacancies and job descriptions on the Intranet and assists with interviews. Tracks job competition results and presents conditional offers of employment.
Calls other police services and agencies to obtain background survey information for the Human Resources Director and Sergeant in relation to collective agreement issues, staffing, testing procedures and related policies and procedures and prepares reports and statistical information. Searches the Internet for information. Monitors the HR General E-mail account and sends messages and replies as required.
Performs daily relief for the Secretary, Human Resources – Reception.
Appointed by the Ministry as a Commissioners of Oaths for the purposes of swearing in new employees, volunteers, and co-operative students.
Performs other related duties as assigned.
RESPONSIBILITIES FOR MATERIAL/FINANCIAL RESOURCES:
Ensures sufficient supplies of testing materials, including GATB forms are ordered and available in sufficient quantities for testing. Orders office supplies for the branch. Ensures that a personal computer used for own work is maintained in good working condition. Maintains equipment and orders supplies for the Niche Digital Mugshot System identification card processing
machine/printer. Sets up access groups for employee access of WRPS buildings for the Maestro Door Access System. Orders supplies and distributes identification, building and security pass cards and maintains computerized listings.
NATURE & IMPACT OF ERROR:
Errors may occur if inaccurate information is provided. Records not tracked properly could result in a grievance or complaint. Failure to forward information to Finance could result in
delays or errors in monies paid to members. Cancels building access cards immediately so that unauthorized persons cannot access areas they are not permitted access to.
RESPONSIBILITY FOR SUPERVISION OF STAFF & OTHERS:
The incumbent has no formal responsibilities for supervision of staff and others. Assigns and monitors the work of co-operative education high school students assigned to work regular half days within the Branch.
CONTACTS & HUMAN RELATIONS: Internal:
Receives daily direction and guidance from the Human Resources Director and Sergeant. Has daily contact with immediate co-workers within the branch. Has regular contact with internal applicants who wish to update their eligibility status in relation to testing. Has regular contact with supervisors calling to determine whether performance appraisals have been received. Has contact with the Finance, Training, Forensic Identification, and Property about hiring
arrangements. Has occasional contact with members assigned to the Safety Village to clarify volunteer application details. Contacts various persons to book rooms for testing, interviews and meetings.
External:
Has daily contact with job applicants and the general public in person and by phone to provide information. Has occasional contact with the University Police Managers to obtain and provide information about status of Special Constables. Has occasional contact with co-op student coordinators, other police services, building contractors, contracted cleaning agencies, Region of Waterloo, auxiliary volunteers, victim services, children’s safety village, band and chorus volunteers and applicants. Has contact with the Ministry of Community Safety and
Correctional Services regarding Special Constables. EFFORT (Mental/Physical):
Applies well-defined guidelines regarding the requirements of the WRPS Volunteer Procedure, the WRPS Security – Service Facilities Procedure, Employment Standards Act and Ontario Human Rights Code when issuing identification cards, building and security pass cards, to perform pre-screening and testing of applicant functions and to comply with the Municipal Freedom of Information & Protection of Privacy Act, the Records Retention By-law and collective agreements.
Refers non-routine questions from officers about promotional and internal exams to the HR Sergeant.
Schedules own time to organize and re-prioritize daily activities according to HR demands throughout the year for co-op student intakes and promotional exam functions, and special constable renewals.
Identifies changes required when conducting group testing; to update computer and storage systems, and to change forms wordings if required.
Accesses relevant sections of collective agreements and past practices to prepare draft wordings on conditional offers of employment, memos and letters for the signature of the Human
Resources Director and Sergeant.
Prolonged sitting, moderate visual concentration, manual dexterity and attention to detail are required when inputting and updating information into the Maestro Door Access System, when inputting HRIS data onto Niche RMS; when marking applicant tests; when photocopying; when checking and collating documents in applicant files; and when maintaining and updating
employee records on databases. Ability to crouch, stoop, bend and lift boxes of applicant test forms when conducting off-site testing.
Uses a ladder to reach up to six shelf levels to place files on shelves in the storage room adjacent to human resources. Uses file transporter roller with wheels to move files from HR to storage room. Uses same device to transport testing materials and files when conducting testing at off-site locations.
WORKING CONDITIONS:
Work is performed in a standard open concept area, adjacent to the reception desk on the main floor at police headquarters, subject to interruptions from applicants, volunteers, contractors, visitors attending meetings or staff attending in-service training.
Incumbent occasionally travels to off-site meeting rooms within the Region to conduct applicant testing.
Contacts are occasionally impatient and unreasonable, requiring the incumbent to be polite and tactful as well as informative. Applicants may occasionally be unhappy and frustrated if pre-screened from competitions, or with delays in processing their applications.
Work is performed to meet deadlines for hiring recruits for classes at OPC, to cancel building access cards when required, to process civilian applications to fill vacancies, to organize files, and to ensure paperwork is processed to meet hiring deadlines.
Enters accurate and up-to-date employee assignment changes, and telephone or address changes are immediately input into the Banner system so that information is up-to-date for other
branches. SKILL:
a) Knowledge:
Knowledge of recruitment and selection, testing and interviewing methodologies, compensation management, organizational effectiveness, labour relations, and Human Resources policies, normally acquired through the attainment of a Community College diploma in Human
Resources, or equivalent job experience and working towards a Certified Human Resources Professional (C.H.R.P.) designation through the Human Resources Professional Association of Ontario.
Knowledge of standardized office procedures and processes, filing and file management, proficient keyboarding skills, data entry, dictatyping, and document organization, normally acquired through two years previous general secretarial experience, including experience in letter and memo composition.
Skill in the operation of a personal computer and knowledge of software programs such as Microsoft Word, Excel, Access and PowerPoint. Ability to operate a fax machine, photocopier, calculator, identification photo processing machine, document binding machine, shredder, and other related office equipment.
Certification in General Aptitude Test Battery (GATB) administration required.
Knowledge of the WRPS branches and units, functions, processes, rank structures, and basic police procedures, including the Records Retention By-law are required to act as the human resources resource to respond to and re-direct inquiries. Knowledge of the Ontario Association of Chiefs of Police (OACP) Constable Selection System (CSS) required.
Ability to acquire knowledge of police computer networks and systems to send e-mail messages to staff, add personnel HRIS data on the Niche RMS system and post information on the Intranet.
Communication, interpersonal and customer service skills required build rapport with applicants and the general public; to interview applicants; to probe for additional sensitive qualifying applicant information; provide applicant selection information in a tactful and sensitive manner; to draft routine correspondence and faxes; and to represent the police service in a positive, professional manner.
Ability to work independently to meet hiring targets to organize tasks when pre-screening, testing, and processing applications for employment.
Ability to meet police security clearance requirements and to maintain confidentiality.
Ability to participate as an effective team member and to support and project values compatible with the organization.
Ability to meet testing requirements of the position. b) Language Communication (Written & Verbal):
Ability to verbally communicate to respond to Human Resources inquiries from staff and the public and to redirect calls in a courteous and professional manner.
Ability to draft routine general correspondence, including letters and memos and postings on orders, for the signature of supervisors and to send routine faxes.
Ability to read documentation within applicant files to prepare Notices of Employment and to input relevant employee data into the HRIS computerized and manual systems. Ability to read Personal History Forms, applications and resumes, correspondence from applicants, and to organize files for the Sergeant and HR Director to release to employees. Ability to assess written composition and spelling tests.
