PEOPLE SERVICES ASSISTANT

• Job ID: 63615
• Job Category: Human Resources
• Division & Section: Toronto Shelter and Support Services Division, Program Support
• Work Location: Metro Hall, 55 John Street, Toronto, Ontario, M5V 3C6
• Job Type & Duration: Full-Time, Temporary (12 months)

• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 02-Apr-2026 to 20-April-2026

• Provides administrative support in Human Resource (HR) related activities such as complement management maintenance, HR/payroll related forms, letters, reports, maintaining and archiving files, and monitoring the People Services email.
• Compiles, maintains, and tracks data from various internal sources and assists with analysis and forecasting to identify trends in divisional workforce statistical data (vacancies, workforce KPI's, etc.). Prepares summary reports and graphs for divisional management.
• Coordinates the division's Police Reference Check Program including facilitating police references checks for candidates, maintaining PRC related records, undertaking audits, and upholding the confidentiality of candidate information
• Receives, verifies and confirms receipt of internal divisional transfer requests. Ensures all transfer related documentation is appropriate recorded and tracked.
• Edits, formats and prepares visual presentations, briefing materials and other related documentation
• Supports divisional training activities and associated administrative and logistical requirements(e.g. securing rooms, sending invitations/receiving confirmations, printing training materials, etc.)
• Creates, records, and tracks divisional training in ELI and supports the development of online training
• Supports the maintenance of the division's position complement/organizational structure and submits requests for staff for approval through SuccessFactors
• Supports recruitment activity related to divisional job calls and divisional Expressions of Interests including scheduling and confirming interviews, securing interview rooms, preparing letters/forms, organizing, and printing materials/packages
• Supports the division's People Services section with special projects.
• Assists with the development of policies and procedures by conducting research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government
• Responds/forwards inquiries from internal staff (divisional and other City staff), external stakeholders, and the public in a diplomatic and efficient manner. Maintains strict confidentiality of information and records
• Works independently and within a team providing a range of administration, coordination and project support within tight timeframes
• Retrieves information from various electronic systems and manual files and responds to employee and client inquires
• Creates and maintains files, spreadsheets, and databases; ensuring records are maintained in accordance with Corporate and Divisional policies and retention periods
• Performs specialized administrative duties to support the Manager, Workforce Planning & Development

• Considerable experience providing Human Resource related administrative support to a team of professionals in a multi-disciplinary environment.
• Considerable experience preparing reports, spreadsheets, correspondence and presentation material using Microsoft Office (i.e. MS Word, Excel, PowerPoint) and accessing information/reports using Payroll / HRIS systems (i.e. SAP, SuccessFactors). ELI administrator experience would be considered an asset.
• Experience developing and implementing administrative work procedures and systems
• Knowledge of and ability to apply HR related policies, procedures, collective agreements, and employment legislation (i.e. Employment Standards Act, Human Rights Code, etc.).
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
• Ability to take initiative and to plan, organize, and coordinate projects/assignments.
• Excellent organizational skills and attention to detail, with the ability to be flexible and work effectively within time constraints and competing priorities in a fast-paced environment.
• Excellent research and problem-solving skills with the ability to compile and analyze data for management decision making.
• Excellent customer service and interpersonal skills coupled with the ability to deal effectively with all levels of staff.
• Effective communication skills with the ability to draft correspondence and reports relating to divisional Human Resource matters.

City of Toronto