About Community Healthcaring Kitchener-Waterloo (The Health Centre)

The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:

Job Title: Human Resource & Payroll Assistant

Job Summary:

The Human Resources & Payroll Assistant will provide essential support to Human Resources onboarding, recruitment, administration, and record-keeping, as well as be responsible for ensuring the accurate and timely processing of bi-weekly payroll for all employees at Community Healthcaring Kitchener-Waterloo. This role requires strong organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality.

Responsibilities:

1. Assist in drafting and preparing various employee documents, including job descriptions, job postings, change in hour letters and other employee documentation.
2. Administer and process bi-weekly payroll, ensuring accuracy and timeliness in accordance with Community Healthcaring Kitchener-Waterloo policies and legal requirements.
3. Support recruitment activities by posting job openings, screening resumes, scheduling interviews, conducting reference checks, maintaining communication with candidates.
4. Review and validate employees time off, time sheets, and any unpaid leave requests to ensure accurate payroll calculations.
5. Ensure all payroll deductions are accurate and compliant with relevant laws and company policies.
6. Complete payroll tax filings accurately including payroll tax deposits and year-end filings including T4s.
7. Generate and review detailed payroll reports & distribute employee pay stubs, Records of Employment, and other documents as necessary.
8. Maintain and update payroll records in the HRIS system (BambooHR),and ensure employee files are accurate and up-to-date.
9. Collaborate with the Finance team to perform monthly, and year-end payroll reconciliations.
10. Perform all duties related to the administration of the employee group insurance plan, pension, and other benefits: process new enrolments, updates, and terminations.
11. Onboarding of new employees, including preparing onboarding materials, drafting orientation schedules, and ensuring all documentation is completed.
12. Ensure that all required documentation, policies, and training for students are organized and completed prior to their arrival.
13. Maintain and update employee records in compliance with Community Healthcaring Kitchener-Waterloo policies and legal requirements.
14. Assist in preparing HR-related reports including time off, staffing, Statistics Canada submissions, Canada Summer Job Grants, and other reporting.
15. Provide support to employees by answering questions and contributing to a positive & supportive work environment.
16. Assist with WSIB including completing Form 7, and related documentation.
17. Maintain & optimize human resources management system, BambooHR.
18. Verify and document professional licenses/certifications and liability insurance on annual basis for required positions.
19. Provide information to employees and prepare documents related to staff leaves of absence and offboarding.
20. Track and ensure all required training and orientation documents are completed. Provide orientation to new staff for all human resources.
21. Provide information to employees and prepare documents related to staff leaves of absence and terminations including benefits and pension entitlements.
22. Assist with collecting information on workplace occupational health, employment standards and other employment related legislation changes.
23. Assist in duties related to the administration of our benefits & pension.
24. Other administrative & HR related duties as needed.
25. Participate in team/staff meetings and other meetings and committee work as assigned to support both service delivery and organizational goals.
26. Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities as needed.
27. Work in a manner that preserves confidentiality.
28. Work in a manner that ensures safety and minimizes risk to clients, volunteers, and the Centre.
29. Work in a manner consistent with the Community Healthcaring KW Vision, Mission, and Values.
30. Work in a manner that demonstrates self-reflection and personal accountability for work performance.
31. Adhere to all Community Healthcaring KW policies.
32. Adhere to appropriate infection control practices including those related to Covid -19. Maintain status of fully vaccinated for Covid-19, including boosters as they become available or exemption documentation if appropriate.
33. Perform any other duties as assigned by your supervisor.

Accountability

This position reports to: Human Resources Lead

Qualifications

1. Prior Experience in Payroll and/or Human Resources administration.
2. High school diploma or equivalent required; College or bachelors degree in human resources, or associates degree in accounting, finance, business administration, or related field; or equivalent combination of education and experience.
3. Knowledge of Canadian payroll practices and experience with electronic payroll is an asset.
4. Proficiency in the use of a personal computer and software programs including Microsoft Office, email, and internet.
5. CHRP or PCP considered an asset.
6. Excellent organizational and time-management skills.
7. Demonstrated ability to communicate effectively in English, both written and verbally.
8. Ability to work independently as well as an effective member of an interdisciplinary team.
9. Ability to work collaboratively.
10. Ability to maintain strict confidentiality.
11. Experience working sensitively with culturally and economically diverse populations.
12. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
13. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.
14. The Health Centre requires that all staff be fully vaccinated for Covid-19 at the time of hire and maintain vaccination ongoing as boosters become available. Official proof of Covid-19 vaccination status is a mandatory requirementunless an exemption document is provided.

Benefit package

Paid Vacation & Personal Days

Comprehensive Health Benefits

Paid Public Holidays & Sick Days

Defined Benefit Pension Plan (HOOPP)

Job Types: Full-time, Permanent

Application Deadline: February 10th, 2025

The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities.

Individuals with a disability requiring accommodation during the application and/or the interview process should advise the recruitment contact noted above so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.

We appreciate all expressions of interest; however, only those selected for an interview will be contacted.