MISSISSAUGAS OF SCUGOG ISLAND FIRST NATION

OPEN
JOB ANNOUNCEMENT Deadline Extended
Human Resources Coordinator
POSITION: Human Resources Coordinator Permanent Full Time

POSTING DATE: November 15/2017

ANTICIPATED START DATE: January 15/2018

REPORTS TO: Human Resources Manager

HOURS OF WORK: Monday to Thursday, 8:30 a.m. to 4:30 p.m. including hour unpaid meal
break; Friday, 8:30 a.m. to 1:00 p.m.
Additional Hours and Overtime may be required on occasion to meet
programming and operational needs, per the Hours of Work and Overtime
Policies
DUTIES:
General
Respond to general internal and external HR related inquiries/requests and provide assistance or redirect
issues to the appropriate MSIFN team member when required
Keep abreast of best practices and legislative requirements and changes related to HR and provide
information and guidance to staff and managers
Champion the Respectful Workplace Policy and workplace Human Rights
Conduct research on HR topics when required
Produce and submit reports and updates to the HR Manager on general HR activity
Coordinate ad-hoc HR projects, like collection of employee feedback using available technology (example
Turning Technologies)
Support the development and implementation of HR initiatives and systems
Maintain and provide feedback and direction on current Human Resources policies and procedures and other
Human Resources key documents, including paper, electronic and shared access files
Assist the HR Manager with the preparation and analysis of the Human Resources budget
Actively participate on the Workers Health and Safety Committee (WHSC) and champion and promote
committee Health and Safety issues
Actively participate on the MSIFN Social Committee and champion and assist with all employee events and
activities
Evaluate and enhance content of the Human Resources link on the MSIFN website, in consultation with the IT
Administrator and HR Manager
Prepare Human Resources monthly and as required bulletins for distribution to staff and for insert in
community and employee newsletters and on the MSIFN website portals
Assists with processing of employee disciplinary procedures and employee terminations

Administration
Prepare HR funding applications and reports when requested
Draft confirmations of employment for employees
Assist with or prepare correspondence as requested
Attend HR related meetings to take minutes and/or provide recaps when requested
Establish and populate new-employee files and file documents into appropriate employee and other files
Sort and distribute Human Resources mail
Make travel arrangements and process expense claims
Schedule meetings, interviews, HR events etc. and maintain calendars and agendas
Arrange for refreshments and lunches for HR related activities
Coordinate annual and as required CPIC/VSS procedure
 Track and monitor attendance and provide support to supervisors related to the Attendance Assistance Policy
Process HR purchase orders and invoices
Coordinate and schedule reception coverage for Administration, HRC and Operations building per established
protocols
Verify Human Resources timesheet batches, obtain approval signatures and submit to payroll
Make photocopies; proofread documents, scan and email documents; and perform other clerical functions

Recruitment and Selection

Be actively involved in recruitment by updating and maintaining job descriptions, interview guides, job
postings, job advertisements and coordinating the hiring process
Assist managers to establish hiring requirements and maintain staffing levels
Log and process approved Requisitions to Hire (RTHs)
Prepare and administer job postings per the MSIFN recruitment policy
Source candidates using current recruitment practices, targeting other First Nations and organizations serving
First Nations needs
Screen and evaluate applicants and provide summary short lists
Track status of candidates in HRIS and respond with follow-up letters at the end of the recruiting process
Verify candidate credentials
Coordinate hiring panels and provide support materials
Ask questions and oversee candidate scoring during interviews when required
Summarize interview results and draft hiring panel recommendations to Council
Develop and issue job offers and employment contracts
Perform background and reference checks
Send timely regrets to unsuccessful interviewees
Ensure tracking of recruitment activity and statistics
Work with relevant managers to develop, administer and track pre-employment testing
Maintain recruitment files, logs and statistics

Training and Development

Assist Supervisors with evaluation of all staff training needs and provide input on and coordination of
approved initiatives
Source training funding for targeted initiatives
Assist employees in sourcing providers and programs to meet their professional development needs
Track all employee training and professional development accomplishments in HRIS and provide reports
Maintain and administer effective new employee orientation plans, including introducing new employees to all
staff and operations
Perform new employee orientations and update records with new hires
Administer mandatory new employee training modules
Monitor mandatory training plans and requirements to ensure completion in consultation with Department
Manager
Thoroughly review HR policies and procedures with new hires initially and periodically with all staff and
ensure review and compliance signatures

HRIS
Assume the lead role in the population and maintenance of information in the HRIS system (current and
historical)
Provide ongoing HRIS training and support to employees
Support employees and managers in submitting time off requests and populating timesheets in HRIS system
Maintain paper and electronic records of employee-related data (personal information, leaves, training,
performance, attendance, compensation, etc.) and ensure all employment requirements are met
Provide standard HRIS reports to Managers and Council on a regularly established basis for review and
analysis
Assist managers in creating custom HRIS reports
Assist with year-end closing procedures in HRIS system
Liaise with payroll and finance on related payroll and human resources issues
Troubleshoot technical issues in consultation with provider and IT Administrator

Performance Management
Assist supervisors regarding coaching, performance management and disciplinary procedures and processes
Coordinate, schedule and track Performance Improvement Meetings (PIMs) in consultation with relevant
managers and supervisors and provide packages to supervisors and employees
 Maintain and track performance management paperwork in employee files
Administer MSIFNs rewards and recognition program

Compensation
Assist HR Manager to update and maintain compensation documents including job descriptions, job positions
score sheets, job summary information, score guides, movement in positions, wage structure adjustments
Ensure approved payroll status authorizations for any changes in compensation in consultation with relevant
managers and payroll
Assist in researching trends and best practices in compensation and gathering external market data

Benefits and Pension Administration

Administer and promote employee benefits and pension plans, including timely enrollments, changes and
terminations.
Promote EFAP program (Employee and Family Wellness Program) and champion employee wellness
programs
Connect employees with physical and mental health benefit supports
Reconcile benefits statements and process required documents through payroll and insurance providers to
ensure accurate record-keeping and proper deductions
Assume responsibility for timely payment of monthly premiums in consultation with payroll
Coordinate medical leaves of absence and process claims or requests (medical leaves, workers
compensation etc.) in consultation with Disability Management and Insurance partners
Monitor summary usage reports and trends and escalate any identified issues or concerns
Liaise with Disability Management partner to facilitate earliest return to work programs
Liaise with WSIB regarding work related illness and injury and return to work programs and file and maintain
appropriate documentation and reports
Assist with the Pension Annual Information Return (AIR)
Ensure and coordinate regular Benefits and Pension review meetings with staff through the Benefits and
Pension Broker
Maintain separate confidential employee medical files, including chronological case file notes
Coordinate, track and document requests and documentation for accommodation in consultation with the HR
Manager and First Nation Manager and Disability Management Provider

PAY RATE: $32.27/hour (F1)

MINIMUM QUALIFICATIONS:
Diploma in Human Resources, Business Administration or relevant field required
Demonstrated advanced verbal and written communication skills
Knowledge of Human Resources processes and best practices
Advanced skills in using MS Office (MS Excel and MS PowerPoint, in particular)
Extensive experience and in depth knowledge and expertise with HRIS systems
Advanced research skills and the ability to compile and summarize information received
Familiarity and experience with social media and other modern recruitment techniques
Ability to handle data with confidentiality
Advanced organizational and time management skills
Demonstrated ability to establish and maintain effective working relationships with individuals at all levels
Demonstrated accuracy and a keen eye for details
Collaborative team player with a high level of initiative and common sense thinking
Ability to work independently, make things happen and recommend changes to improve processes
Demonstrated tact, diplomacy and professionalism in difficult situations
Advanced knowledge of Human Resources principles and practices as well as Employment Standards and
Human Rights legislation
Excellent organizational skills and the ability to plan and prioritize workload and multi-task
Demonstrated flexibility with respect to juggling and meeting priorities, work schedule, etc.
Valid drivers license and $1M liability insurance
 CPIC/VSS acceptable to position upon conditional offer
Knowledge and understanding of Native culture, traditions, teachings, community dynamics
Knowledge of legislation governing First Nations

Considered an asset:
Additional training, education or certification in Human Resources
IC3 Certification
Human Resources professional designation
experience in infoHR (HRIS system)
Turning Technologies software experience

TO APPLY: Complete application form (mandatory - can be picked up at the band office) or
also send resume, including a cover letter, to Katherine Rowe (e-mail or fax
acceptable). Existing employees must complete an Internal Application Form.

DEADLINE: December 7/2017

Those who miss the deadline may qualify to apply during the next stage if the
position is not filled.

QUESTIONS: Katherine Rowe Human Resources Manager

Phone: 905-985-3337 Ext. 240
Fax: 289-312-4647
krowe@scugogfirstnation.com

Note: Consideration will be given to documented past employment performance, attendance and
reliability history for applicants who were previously employed by MSIFN. Applicants must meet the
minimum qualifications identified to be considered for an interview. Only those applicants selected for an
interview will be contacted.

The MSIFN is committed to employment equity. All qualified candidates are encouraged to apply;
however, Aboriginal applicants will be given priority. Qualified candidates who self-identify as Aboriginal
as defined in the MSIFN Recruitment Policy, will be given preferential consideration for any position.

"An Equal Opportunity Employer"