012 – Office Agent, Principal Class, Human Resources # 12961

Nature of Work

The principal and customary work of an employee in this class of employment consists in organizing, coordinating and monitoring the work performed by his or her team composed of administrative support staff. This class of employment also includes employees who perform principally, and customarily highly specialized work characterized by the complexity, expertise and autonomy required.

Characteristic functions

Under the supervision of the Director Human Resources, the Office Agent, principal class:

• Greets visitors to the HR department and provides any information within his or her competence or refers them to the persons concerned;
• Receives, files and follows up on documents for the Human Resources department (mail, academic records, background checks, etc.);
• Collects, organizes, prepares, interprets and verifies data related to various human resources files (temporary layoffs, holiday requests, leave without pay, parental leaves, retirement and progressive retirement, etc.);
• In collaboration with the Administration Technician – Employee Services, ensures that personnel files are complete;
• Update information in the follow-up tables and in the Paie & GRH software;
• Carries out mass mailing to staff;
• In collaboration with the administration officer, prepares and transmits documents related to disability management;
• Determines the work schedule in his or her sector according to the instructions received, reminds the persons concerned, in or outside the board, of deadlines;
• Provides support to the whole department in the use of the Office 365 suite;
• Assists the Director of Human Resources with various follow-ups, including drafting various communications.
• Performs all other related tasks.

General Skills

• Excellent writing skills in French and English
• Thorough knowledge of office automation;
• Mastery of the Office 365 suite.
• High degree of confidentiality, discretion, and objectivity
• Autonomous, able to cope with simultaneous demands and works cooperatively in a team.
• Ability to learn and adapt to new situations.
• Excellent judgement, analytical, data interpretation and problem-solving skills.
• Ability to prioritize tasks, be organized, plan and follow up.
• Good memorization capacity and very attentive to details.
• Excellent interpersonal skills.

Schooling

Hold a Diploma of Vocational Studies (DVS) in a specialty appropriate for the class of employment, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority and have six (6) years of pertinent experience.

N.B.: The candidates who wish to be considered for this position will undertake tests to evaluate their knowledge in English and French writing, in Office 365 suite, and in problem-solving and analytical skills. Success threshold of 80%.