Title:  Administrative Assistant, Labour Relations

Summary of Duties:

Reporting to the Manager, Labour Relations, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and confidential labour relations nature consistent with prescribed collective agreement processes, policies, procedures to support the Labour Relations team.

Work Performed:

• Handle and prepare all manner of correspondence, reports and forms for the Labour Relations team including those of a confidential nature. Follow-up on outstanding matters related to grievances, labour relations inquires and job evaluation matters.
• Provide administrative support to the CUPE 101 and 107 Joint Job Evaluation Committees (JJEC) including minutes, memos regarding submissions to the JJEC, maintenance of files and records, payroll forms and communications. 
• Provide administrative support to the CUPE 101 Joint Job Evaluation Dispute Resolution Committee including records, communications and maintenance of official files.
• Transcribe and type correspondence, reports, minutes and statements. 
• Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
• Maintain and make available to Manager, Labour Relations any manner of files, records or documents. Create, transition and maintain electronic files. 
• Respond to inquiries related to collective agreements and post and keep updated the City of London intranet related to job descriptions, collective agreements and union information. 
• Arrange appointments, maintain calendars and advise the Labour Relations Team of scheduling matters.
• Book conferences, seminars, workshops and staff training and make necessary travel arrangements.
• Perform a variety of confidential administrative functions including:  process personnel and staff requisition forms for the Labour Relations team; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required.  
• Maintain and archive labour relations records including disciplinary records, grievance stats, files, and office supplies.
• Maintain Letters of Understandings, Memorandums of Agreements and Minutes of Settlement for various collective agreements. Assist in the implementation of the Minutes of Settlement. 
• Maintain various lists in accordance with applicable collective agreements including seniority lists and exclusion list. 
• Create and maintain reports, notices and statistical information including notice of termination, grievance and joint job evaluation statistics and reports. 
• Provide assistance throughout the Service Area. Provide coverage to other Administrative Assistants in the Service Area as required.
• Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment. 
• Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
• Coordinate, collect and compile data for presentations and project materials.
• Undertake various special projects related to the area.
• Provide quality customer service by telephone, electronic mail and in person.  Engage in effective problem solving to respond to inquiries and complaints; direct complex issues to the appropriate Human Resources staff.
• Maintain and update the area’s internal phone directory.
• Perform related duties as assigned.

Skills and Abilities:

• Demonstrated ability to provide customer service in a high-volume environment.
• Excellent oral and written communication skills. 
• Ability to stay organized in an environment requiring management of several priorities.
• Proficient in word processing spreadsheet, internet and database applications.  
• Excellent ability to use relevant software applications such as Microsoft Office; JD Edwards, KRONOS, and Excel.
• Initiative to work with minimal supervision.
• Good judgement and the exercise of discretion when dealing with confidential matters.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion.

Qualifications:

• Completion of a two-year Community College Diploma in Office Administration – Executive or equivalent.
• Human Resources Management Certificate preferred.
• Minimum four years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
• Experience in a municipal government environment within a labour relations environment is an asset.

Compensation & Other Information:

$59,505 - $77,356

This posting is for one (1) temporary full-time up to 2 years position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: Hybrid. Subject to change in accordance with business requirements.

These hours of work and work arrangements are subject to change in accordance with business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check.