HR Coordinator, Human Resources Division

JOB VACANCY NOTICE

Internal / External

This is a CUPE Local 50 position

DATE OF ISSUE:  August 12/2019                  CLOSING DATE:  August 26/2019

Competition Number: P16-19

Position Title: HR Coordinator, Human Resources Division

Number of Positions: One

Duration: Regular full-time

Work Schedule: Monday-Friday, 35 hours/week

Pay Group: $30.89/hour (pay grade 8)

ALL SUBMISSIONS MUST be received by 4:30 p.m. on the above closing date and must be complete, including all qualifications and experience relevant to this position.  Please quote the competition number on your submission.

To apply please forward your submission electronically to: civilianrecruiting@vicpd.ca .

Department/Division/Section:

  • Police / Human Resources

Position Function:

  • Perform confidential office functions and provide support services for the Human Resources Division.

Key Duties:

  • Assist in the coordination of departmental training.  This includes registering staff and people from outside agencies to attend in-house seminars; contacting city departments and outside agencies such as the Justice Institute of BC and the Canadian Police College to exchange training and personnel information; making travel arrangements; arranging facilities and accommodations; scheduling appointments; completing expense claim forms, cheque requisitions, membership renewals, invoices and journal vouchers; signing off, coding, monitoring and reconciling expenditures; and preparing training cost estimates for budget purposes.

  • Assist in the coordination of the recruitment of new police members.  This includes the receiving and responding to job applications and inquiries, organizing the various steps involved in recruitment and recording results.  Ensuring that information and applications submitted are complete and inaccuracies found are relayed to applicants for amendment.  Creating and maintaining applicant files and various databases, including IPDMA, scheduling and coordinating any necessary appointments including but not limited to; interviews, psych testing, POPAT testing, Assessment Centres, polygraph, and medical examinations. Assisting with coordination of recruiting fairs and information sessions.  Accumulating background information on applicants from various sources.  May assist in directly conducting background checks within the social media and updating the recruiting webpage.

  • Respond to enquiries from the public and the department by providing authorized information on recruitment, staffing, training and related policies.  Maintain and submit weekly time sheets for the Human Resources Division and organize orientation of new employees.

  • Track employee training, education, transfers, promotions, resignations, and recertification requirements; prepare related statistics and reports.  Type a variety of routine and confidential letters, orders, reports, and memos from typed or handwritten copy; create forms as required; take minutes at departmental meetings; file, sort and distribute mail, maintain a variety of departmental lists and tracking systems including high risk position routine psychological assessments.

  • Liaise and correspond with various internal contacts and outside agencies to obtain and provide routine, non-routine and confidential information and documentation ensuring proper procedures are followed.  Meet with and clarify various tasks for other co-workers when required.

  • Perform related duties where qualified.

Independence:

  • Report directly to the OIC of Human Resources and receive functional direction from the HR Supervisors.
  • Work is generated by HR Divisional needs and assigned by HR Supervisors.
  • Issues such as problems with budget expenditures or assigned work are referred to an HR Supervisor.

Working Conditions:

Physical Effort:

  • Sit with arms unsupported while keyboarding. (frequent)

Mental Effort:

  • Meet multiple deadlines. (frequent)
  • Short periods of intense concentration while taking and transcribing minutes at meetings. (occasional)

Visual/Auditory Effort:

  • Focus on a variety of source data and VDT for short periods. (frequent)

Work Environment:

  • Office.

Key Skills and Abilities:

  • Type 60 wpm.
  • Working level operation of current Victoria Police Department computer systems.
  • Communicate effectively verbally and in writing.
  • Maintain accurate records
  • Establish and maintain effective working relationships.
  • Deal effectively with the public and outside agencies.
  • Organize and prioritize work.
  • Take and transcribe action minutes.
  • Understand and apply basic bookkeeping principles.

Qualifications:

Formal Education, Training and Occupational Certification:

  • High school graduation.
  • Secretarial Course. (6 months)
  • Basic Bookkeeping. (2 months)

Experience:

  • 2 years related experience or an equivalent combination of education and experience.

Other:

  • Required to obtain enhanced security and criminal record clearance.
  • Required to sign attestation of confidentiality.
  • May be requested to substitute in a more senior position.

Job Description:  4334