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Clerk - Canada Post - Ottawa, ON

Job Details:  Job Requisition Id: 7319
Business Function: Human Resources
Primary City: Ottawa
Other Location(s):
Province: Ontario (CA-ON)
Employment Type: Part-Time
Employment Status: Permanent
Language Requirement: Bilingual Imperative (BBBB)
Employee Class and Level: UPCEA02
Number of Vacancies: 1 
Job Closing Date (dd/mm/yyyy): 16/03/2018

Job Description

The incumbent provides a range of administrative services to the Human Resources Shared Services (HRSS) organization such as: controls all incoming and outgoing correspondence and documentation related to HRSS cases and queries; manages employee files throughout their lifecycle in accordance with corporate policies and Library and Archive Canada (LAC) standards.

Job Responsibilities

• Controls all incoming correspondence and documents related to all HRSS cases and queries. Opens and triages all incoming correspondence (e.g. mail, faxes and emails) within 24 hours of receipt. Reviews and validates documentation (e.g. WCB cases; benefit forms; new hire documentation; employee movement/status changes) for completeness.  Based on defined procedures and processes, terms and conditions and collective agreements, determines next steps and forwards or assigns within HRSS as appropriate, through the appropriate channel (e.g. mail, EIC case, bulk load).

• Coordinates and prepares the distribution of Canada Post Recognition service awards for all employees including the program for executives.  This includes validating service award files from SAP, ordering recognition items, (e.g. frames, certificates etc.) selecting items from supply room, packaging items and sending to appropriate team lead(s). Maintains accurate records for Recognition service awards. Reviews escalated cases and ensures corrective actions are undertaken.

• Orders computing hardware, software and other supplies or services required by the team using corporate online tools. Maintains team’s shared drive and user accesses. Responds to general inquiries related to equipment and services ordered.

Job Responsibilities (continued)

• Receives requests to borrow employee files from Team Leaders; retrieves and sends within prescribed time limits; creates a record of the file loan; and tracks and follows up to ensure files are returned within pre-determined time frame.  Initiates 2nd level escalation process as required to ensure return of the file(s).

• Monitors files of employees who have withdrawn from the Corporation. Initiates archiving and completes steps for archiving of files in accordance with standards. May also undertake other activities such as sending records for imaging.

• Maintains proficiency in the corporate standard software (i.e. Excel, MS Word, Access, PowerPoint, SAP, Service award database, EIC) and participates in conferences and training to increase knowledge of human resources policies and practices.

• Provides back up to colleagues to ensure an adequate level of administrative services within the HRSS organization. Performs other ad hoc duties for the function.  

Qualifications

Education

• High school diploma is required.

Experience

• Experience with forms and employee files
• Experience with SAP, EIC
• Experience with Microsoft Office Software (Excel and Word)

Other Candidate Requirements

• Ability to listen and understand basic job aid instruction in order to work with files
• Ability to pay close attention to accuracy in transposing information from employee file to excel
• Ability to open, sort, review and determine outcome for all incoming files using instructions provided
• Adaptable to changing daily priorities
• Maintain a high degree of productivity
• Work with minimal supervision
• Physical abilities – must be able to exercise physical effort in walking, lifting standing, loading and bending

Other Information

Bilingualism in French and English is required.

Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner, that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.

Our Values
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.

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