Student - HR Administrative Assistant ID: 68041

Deadline Date: 2022/02/28

Location:  Thunder Bay

POSITION SUMMARY:         Under the general supervision of the Supervisor Staffing, Development & Support Services and the day-to day direction of the Coordinator, performs confidential human resources and administrative assistance for the Human Resources & Corporate Safety Division.

Posting Date:
 Thunder Bay
 125 Syndicate Ave South Suite 42 McKellar Mall
Start Date:
Number of positions:
Days of work:
 Business, Finance and Administration


  1. Performs confidential administrative support for the division, as required.
  2. Performs general reception duties; maintains the employment opportunities station; receives and prepares incoming and outgoing mail for distribution.
  3. Processes payables, receivables, journal entries, maintains petty cash, processes vendor invoices, and prepares employee expense reimbursement forms and other Authorization for Payment forms.
  4. Liaises with City employees and vendors for payment inquiries, logs all legal invoices into spreadsheet software, completes credit card reconciliations for Division credit cardholders, and maintains a filing system specific to accounting records, invoices, and journal entries.
  5. Assists with the recruitment process by preparing job postings, advertisements, and compiling applications, using the Corporation’s job posting and applicant tracking system.
  6. Assists with the hiring process by extending and preparing written offers of employment, and collecting and verifying employee information related to conditional employment requirements.
  7. Provides assistance to applicants applying through the Corporation’s job posting and applicant tracking system and troubleshoots technical issues related to their applications, and provides hiring supervisors with basic assistance/support related to the system.
  8. Schedules meetings, room bookings and coordinates the union clearance process as required.
  9. Maintains specific filing systems, divisional databases, produces reports as required, and updates records management using the archiving process for the division.
  10. Participates in the development, improvement and implementation of internal administrative procedures and ensures procedural manuals are updated.
  11. Participates in cross training and provides back-up within the Section.
  12. Performs such other related duties as may be assigned.



  • Diploma in business, human resources, or related field; and
  • One year of related human resources experience; or
  • Secondary school graduation and four years of related human resources experience.
  • Previous accounting experience (i.e. related to payables and receivables, etc.)                                                         


  • Ability to communicate effectively and concisely, both orally and in writing
  • Ability to accurately perform mathematical calculations
  • Ability to analyze, problem-solve and make required decisions
  • Superior customer service skills and the ability to deal with the public and staff in a courteous and tactful manner
  • Must be at an intermediate skill level in keyboarding, advanced skill level in word processing, and intermediate skill level in spreadsheet software
  • Self-starter with proven organizational and time management skills
  • Ability to work well under pressure and deadlines in a fast-paced environment;
  • Ability to work well in a team environment
  • Ability to deliver presentations to a variety of audiences
  • Ability to exercise judgment when dealing with confidential or sensitive issues


  • Experience with SAP software
  • Knowledge and functions of Municipal departments, outside boards and agencies, and local community groups


  • Must sign and abide by Employee Confidentiality Statement
  • May be required to travel to various work locations and provide own transportation
  • Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)


Closing Date/Apply by:
How To Apply:

To apply please go to 

Employer Contact Information

Contact Name:
 Carly Toppozini
Position Title:
 Classification Analyst
Company Name:
 Thunder Bay, City of
 125 Syndicate Ave South – Suite 42 McKellar Mall
 Thunder Bay
Postal Code:
 P7E 6H8
Web Address:

Apply Today!