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Job No. 102
SCHOOL DISTRICT NO. 63
(SAANICH)
JOB DESCRIPTION
CLASSIFICATION POSITION
Clerical Senior Human Resources Assistant
SUMMARY
Under the direction of the Director of Human Resources and/or the Manager of Human
Resources / Health and Safety and working closely with other Human Resources and Payroll
and Finance staff provides a wide variety of clerical, secretarial and administrative support
services in matters pertaining to (1) maintenance of employment records; (2) collective
agreement administration; (3) recruitment and staffing processes; (4) procedural guidance and
administration of the Human Resources Information System (HRIS); and (5) information
reporting to management, the Board and external agencies. The position requires independent
judgment and action in dealing with district staff, union representatives, external agencies and
the public on a variety of matters, and must maintain a high level of confidentiality in the
performance of all duties.
Responsibilities
Acts as a primary liaison for routine HR matters and answers a variety of employment
related queries, basic collective agreement and other related questions verbally or in writing,
and provides guidance on HR processes and procedures.
Calculates, inputs and updates employee information such as positions, assignments,
leaves, probation, absences, evaluations Criminal Records Checks, etc. to the District’s
HRIS ensuring accuracy and meeting established deadlines.
Generates, produces and distributes forms and correspondence relating to hiring, leaves of
absence, layoffs and other employment status changes.
Reviews and verifies staffing data and confirms general ledger coding information with the
Finance Department for all types of changes in employment status.
Compiles information and generates reports related to various staff groups for management
use and for external agencies using a variety of software programs.
Generates and prepares complex documents (e.g. seniority lists) relating to various staff
groups, updates staffing budget reports, and maintains personnel data including reports and
confidential correspondence.
Liaises with school administrators and other staff to ensure accuracy of staffing information.
Liaises with Payroll Department with respect to employees’ assignment changes and leaves
of absence to facilitate correct payroll processing.
Supports employee recruitment and selection by reviewing hiring requisitions/approval
documentation; initiating and coordinating the administration of job competition files,
determining applicant status, tracking applicants, responding to applicant enquiries, and
arranging candidate interviews.
Liaises with the District's HRIS provider and provides on-going technical
support/training/assistance to HR staff and school-based users including school
administrators and secretaries on system utilization and staff budgeting processes.
Performs regular system maintenance on the HRIS such as group data updates, exports,
imports, clean-ups and researches/reports any discrepancies.
Identifies, and upon approval, develops or adapts new processes and/or procedures to
improve efficiency and effectiveness.
Attends grievance and other meetings to take minutes when requested by the Director.
Assists with research into issues arising from administration of the collective agreements
and the Board's personnel policies.
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