Human Resource Assistant

Job Title: Human Resources Assistant
Reports To: Executive Director
Location: 1719 Bank St, Suite 200

POSITION SUMMARY

The HR Assistant provides administrative and operational support to both the Human Resources and Finance functions, with a primary focus on assisting the Accountant and Executive Director in payroll, HR software, and other compliance-related activities. This role supports accurate record-keeping, efficient payroll and HR processes, and coordination with program managers to ensure effective service delivery across the organization.

MAIN DUTIES & RESPONSIBILITIES

Under the direction of the Executive Director, the HR Assistant will:

  • Provide administrative support to the Accountant and Executive Director in day-to-day operations, including payroll processing, invoicing, employee expense claims, and data entry.
  • Assist with payroll preparation by maintaining accurate employee records, tracking hours, leaves, and benefits, and ensuring the timely submission of payroll information.
  • Support the maintenance of financial and HR records in accordance with internal controls, auditing standards, and organizational policies.
  • Assist in preparing payroll schedules as required by management.
    Maintain and reconcile monthly vacation accrual records and report findings to the Executive Director.
  • Maintain and reconcile HR-related documentation, including benefits, pension contributions, and employee deductions.
  • Support as needed for budget tracking by collecting HR and payroll data and assisting with variance analysis and cost allocations.
  • Ensure accurate filing and organization of personnel files, contracts, and confidential financial documentation.
  • Assist in ensuring compliance with contribution agreements, employment standards, and organizational policies.
  • Coordinate onboarding and offboarding processes, including employee documentation, system access, and payroll setup or termination.
  • Support recruitment processes by assisting with job postings, scheduling interviews, and maintaining recruitment records, in collaboration with the Department Manager and Executive Director.
  • Maintain HR and payroll databases and assist with updates in HR and payroll software (BrightHR and Ceridian Power Pay).
  • Oversee the BrightHR subscription package and conduct annual pricing negotiations.
  • Respond to basic employee inquiries related to payroll, benefits, vacations, sick leave, float days and other HR procedures, escalating complex issues as required.
  • Work collaboratively with staff and volunteers to support organizational events and activities, as required.
  • Perform other related administrative and support duties as assigned.

SCFS expects that all employees will perform their work in a manner that demonstrates:

  • Commitment to client-centered models for service delivery and principles of community development.
  • Commitment to working cooperatively in a community-based setting as part of a multi-disciplinary team of staff, students, and volunteers.
  • Commitment to continuous professional development.
  • Commitment to peer support and volunteerism.
  • SCFS’s principles of employment equity and ensuring these principles are reflected in all business activities, including interactions with clients, co-workers, and when representing SCFS in the community.

QUALIFICATIONS

  • Post-secondary education in Human Resources, Business Administration, Accounting, Finance or a related field is required.
  • Experience supporting payroll and HR administration is an asset.
  • Experience with Ceridian Power Pay is an asset.
  • Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
  • Ability to handle confidential information with professionalism and discretion.
  • Strong written and verbal communication skills.
  • Ability to work effectively in a fast-paced, multidisciplinary, and culturally diverse workplace.
  • Fluency in English required; fluency in French is an asset.
  • Ability to work flexible hours, including occasional evenings and weekends.

CORE COMPETENCIES

Planning, Coordinating & Execution

Effectively organizes tasks and resources to support HR and financial operations; monitors progress and ensures deadlines are met.

Teamwork

Builds positive working relationships with colleagues; supports a collaborative and respectful work environment; works well independently and as part of a team.

Decision Making

Exercises sound judgment in routine HR and payroll matters; identifies issues and escalates them appropriately; supports effective problem-solving within established policies. Technology MSWORD, Excel, PowerPoint, and Payroll software)

To apply, please send your resume and cover letter to b.abdalla@scfsottawa.org with the subject line “Human Resources Assistant Application.”

 

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