New Job Assistant, Labour Relations In Ontario

Job Description

The incumbent performs the administrative tasks required for the timely processing of employee grievances; ensures general administrative support for officers and managers; maintains an up-to-date documentation centre and forwards information to regional labour relations personnel; prepares management reports; greets visitors (customers, etc.); ensures an excellent level of customer service by responding promptly and efficiently to questions from internal/external customers and conducts follow-up if needed. The incumbent demonstrates considerable flexibility as to time management and the performance of tasks in accordance with work assignments and requests from the manager.

Job Responsibilities

Below are the main job requirements and responsibilities for the Assistant, Labour Relations.

• Coordinates all priority actions and ensures follow-up; responds promptly and efficiently to information requests from senior management, external managers or functional heads; responds to urgent information requests and deals with situations that could embarrass or expose Canada Post to criticism if not handled in a prompt, discrete and tactful manner.

• Receives grievances, requests and codes documentation following analysis and collective agreements research, performs entry in the Labour Relations Grievance Information System (LRGIS), prepares and opens grievance files and ensures they are complete, obtain and forward additional information required to labour relations officers at all levels.

• Requests corrective actions from Payroll for sustained grievances, and removal of disciplinary letters, etc. by using confidential information in the HRIS and conducting a follow-up on the corrective actions requested; classify and distribute corrective actions.

• Receives arbitration fees, prepares the schedule, obtains all files required and conducts a search for missing files; convene arbitrators, lawyers, the national office, Legal Affairs, unions and all other stakeholders, and forwards written notification of the arbitration hearings.

• Communicates with union representatives to plan grievance hearings; reserve hearing rooms.

• Acts as a liaison officer between Head Office and all section officers to respond to various requests relating to arbitration cases.

• Performs computerized data entries required for the grievance statistical analysis system; performs other varied manual and computerized data entries.

• Prepares the official grievance files sent to arbitration; ensures that all general information and details relating to the arbitration are included in the file; takes all necessary steps relating to the hearing site and forwards information to all parties concerned.

• Organizes and keeps an up-to-date filing system on all union portfolios; keeps arbitration awards received and signed memoranda of understanding on file.

• Maintains current copies of Acts and regulations applicable to labour relations; maintains the case law system.

• Assists in the preparation of minutes of the various union-management meetings by drafting and distributing the report.

Job Responsibilities (continued)

• Produces and distributes the labour relations monthly activities and statistics reports to officers and managers, highlighting the main initiatives, events, previous activities, grievances, arbitrations, work interruptions, dismissals and other relevant information; prepare, draft or research a number of reports.

• Designs, undertakes and assumes responsibility for special projects as requested by the supervisor.

• Prepares monthly budget projections; prepares and verifies the budget, including monthly and year-end variance analyses; monitors arbitration-related expenditures; verifies arbitrators’ fees and prepares requisitions for payment; keeps a current record of amounts spent.

• Verifies the computerized budget reports (GL) on a monthly basis and ensures that transactions recorded are accurate; ensures that all incorrect amounts are transferred to the appropriate cost centre.

• Sorts, registers and forwards all correspondence, greets visitors, answers telephone calls, takes action and responds to information requests in the absence of officers and managers.

• Performs other related duties, in particular, making travel arrangements and hotel reservations, preparing expense claims and ordering supplies, materials and equipment.

• Uses specialized equipment and various software and computerized programs as required. The incumbent is responsible for personal technological and operational development.

Qualifications

Education

• Completion of secondary school according to provincial standards or equivalent (GED) with at least 2 – 3 years of experience as an administrative assistant OR

• Postsecondary degree in Administration or Labour Relations; or Diploma in a related field with at least 1 year of experience in a similar position

Experience

• A minimum of 1 – 3 years of experience as an administrative assistant

Other Candidate Requirements

• Experience in processing in judicial files or Labour Relations or Industrial Relations
• Significant experience working with Word, Excel and Outlook
• Experience working with SAP, an asset
• Bilingual (French and English) oral and written

Other Information

Hybrid Workplace
Your Official Work Location for this position at Canada Post is 4567 DIXIE RD, MISSISSAUGA ON L4W 1T0. Based on Canada Post's Hybrid Workplace Practice, and the current physical and client/stakeholder-facing requirements of your role, there may be opportunity for you to perform your work from an Alternate Work Location (such as your home). Please note that although you may have the flexibility to work remotely, your team leader may require you to come to your Official Work Location for specific situations including, but not limited to, internet/network connectivity issues, team building, onboarding new employees, technical training, negotiations, labour disruption, project go-live, productivity/performance. You will be responsible to bear all costs related to travelling between your Alternate Work Location and your Official Work Location. Canada Post reserves the right to review the physical or client/stakeholder-facing requirements of your position. Should you wish to explore further flexibility, please speak with your team leader.