Human Resources Administrative Assistant

Reporting to the HR Business Partner, the Human Resources Administrative Assistant provides a wide variety of administrative support to the Human Resources department. The Human Resources Administrative Assistant works in collaboration with the Site Human Resources team and provides assistance to employee’s HR related inquiries to ensure all matters are addressed in a timely manner. Responsible for maintaining payroll, benefits and pension record requirements using standard policies & procedures.

Payroll;

• Solely responsible for adhering to payroll cut off timelines ensuring payroll processing schedule and deadlines are met.
• Be the liaison between Corporate HR and SiteHR to gather employee payroll changes and ensure timely processing of the data.
• Timely preparation of payroll input to be submitted to ADP and ensure accuracy of the information being submitted.
• Ensure payroll audit process is followed and payroll sign off sheet is collected prior to payroll processing.
• Ensure payroll database reflects current and accurate information; verifies and inputs pay and data changes.
• Build a working relationship with ADP and work on ongoing process improvement initiatives.
• Responsible for providing timely responses to employee pay inquiries.
• Process and verify all new hire, changes and terminations in the ADP EZLM Time & Attendance system for accuracy verified against SAP.

Benefits Administration;

• Responsible for timely preparation of benefits enrolment spreadsheet and forms to be submitted to Manulife.
• Ensure the Manulife database reflects current and accurate information verified against SAP.
• Follow the benefits enrolment audit process and ensure the sign off sheet is collected prior to completing the enrolment process.
• Develop a thorough understanding of the employee benefits plan and build a strong working relationship with the benefits provider.
• Assist employees with questions related to the benefits plan.

Pension Administration;

• Responsible for timely preparation of pension enrolment spreadsheet and forms to be submitted to Sunlife.
• Ensure the Sunlife database reflects current and accurate information verified against SAP.
• Follow the benefits enrolment audit process and ensure the sign off sheet is collected prior to completing the enrolment process.
• Develop a thorough understanding of the employee pension plan and build a strong working relationship with the pension provider.
• Assist employees with questions related to the pension plan.

Administrative Duties;

• Process and monitor all staffing changes including new hires, leaves, transfers, salary adjustments, timesheets, manual cheques, terminations, other changes in accordance with legislative requirements and company standards.
• Maintain new hire and existing employee data in SAP, payroll system, INX and personnel files.
• Assist with documentation management and filing on a weekly basis.
• Ensure vacation accruals and activity are properly tracked and accounted.
• Timely update and preparation of the organizational chart.
• Vendor payment and PR/PO process management for Corporate HR.

Reporting;

• Assist with weekly, monthly and ad-hoc reporting.
• Assist with Total Rewards related project work.
• Take the initiative to identify process gaps related to payroll, benefits, pension processes and recommend sustainable solutions.

Other duties as assigned

• Bachelors degree in Human Resources or related field preferred.
• 1-3 years of relevant experience required
• Knowledge and experience of SAP HCM Module preferred.