Time and Attendance Administrator – Youth Services Jeunesse

Title of the Job: Time and Attendance Administrator

Location: Ottawa, ON

Job Description: Location: Ottawa, OntarioDepartment: Youth Services Bureau of OttawaReports to: Assistant Director(s)Employment Status: Regular Part-time, 2 vacanciesSchedule: Hybrid 24 hours weekly- Evenings, days and weekendsVacancy 1: Monday, Tuesday and Wednesday 2pm-8pm; Saturday 9am-3pmVacancy 2: Wednesday, Thursday and Friday 2pm-8pm; Sunday 9am-3pmBargaining Unit Status: ExcludedAnnual Salary: $24.87- $29.91Language requirements: English is essential; Bilingualism (English & French) is preferredClosing date: October 30th, 2024Competition: 24-121Posted: Internally/ExternallyCandidates are encouraged to apply as soon as they become interested in this role. YSB reserves the rights to conduct interviews before the closing dateAbout us:Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at-risk individuals aged 12+ and their families every month. YSB employs 350 caring professionals in a unionized environment in over 26 locations across Ottawa.Under the direction of Assistant Director of Program(s) you will be supporting, the Time and Attendance Administrator is responsible for managing the scheduling function at YSB in accordance with the collective agreement and applicable legislations. The Time and Attendance Administrator monitors compliance at employee and program levels, monitors KPIs and trends, and generates periodic reports for Management.What you will do:

• Work with Program Directors and Coordinators to generate base rotation schedules;
• Liaise with Payroll and People & Culture colleagues to set key base rotation dates (deadlines for leave requests, bank payout dates, etc.);
• Produce seniority lists for base rotations and in case of layoffs;
• Provide accurate and timely HR metrics reporting:
• Generate regular banks reports and alert Managers of excessive balances in order to manage financial liabilities;
• Liaise with the Payroll team to manage the banks payout process;
• Perform regular audits to ensure all applicable rules are followed in the usage of banked hours;
• Perform regular audits to identify and alert Managers of excessive overtime;
• Manage YSB’s call-out process in accordance with the Collective Agreement and in collaboration with Program Coordinators / Directors as needed;
• Track part-time staff availability and shift refusals and produce regular reports to Program Directors to ensure minimum requirements are met as per the Collective Agreement;
• Identify absenteeism trends and liaise with Program Directors and People & Culture Partners for applicable corrective measures in line with YSB’s attendance management program, the collective agreement and applicable policies;
• Conduct periodic balancing of hours on YSB’s HRIS for payroll purposes;
• Elaborate process mapping, flow charts and other reference or training materials to document time and attendance processes;
• Remain up-to-date with scheduling best practices within the sector and pursue continuous improvement to ensure the efficiency of time administration at YSB;
• Promptly address employee and management inquiries;
• Maintain accurate paperwork and records related to scheduling and time administration;
• Attend trainings or other meetings as may be required from time to time;
• Perform other job-related duties as assigned.

This opportunity may be right for you if:

• You have a minimum of two (2) years of post-secondary education;
• You have worked in an administrative role for at least two (2) years (Scheduler, Time Administrator, Administrative Assistant or other related positions);
• Your Excel skills are advanced or you have the ability to reach an advanced level with some training;
• You are motivated, driven and able to work with minimal supervision;
• You are organized and have great attention to details;
• You are able to manage competing and shifting priorities with urgency and accuracy;
• You are comfortable with some degree of ambiguity (remember, this is a new team!);
• You are eager to innovate and identify areas of improvement in our standard processes;
• You are open to flexing daily work hours when needed
• You are available to work evenings and weekends should the schedule require it
• You are able to work efficiently both virtually and on-site as necessary.

You get bonus points if:

• Your are familiar with using ADP and JXP
• You have worked in a unionized environment;
• You have complete fluency in both English and French;
• You have previous experience in a People & Culture role.

What we offer:

• An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
• 15 days of annual vacation + 1 personal day;
• 100% YSB-paid comprehensive health and dental benefits;
• Pension plan from Day 1;
• An evolving environment where we tackle new challenges and continue learning every day.

Join us!If you think this vacancy is a good fit, we would love to hear from you. Please to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful.At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered. Qualified candidates may be contacted at any time throughout the application window, upon the closing date.

Company Name: Youth Services Jeunesse

Salary:

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