Administrative Assistant - Human Resources (Permanent, Full-Time)

Position Details

• Employment Type: Full-time
• Contract Type: Permanent
• Department: Human Resources
• Hours of Work: 35 hours per week
• Work Location: On-Site
• Location: Grey County
• Start Date: November 2026

Purpose

Reporting to the Director of Human Resources, the Administrative Assistant provides senior-level administrative, coordination, and confidential support to the Director and Human Resources Department. The role supports a diverse, high-volume municipal Human Resources portfolio, including labour relations, disability management, recruitment and onboarding, corporate training, records management, policy administration, departmental planning, and corporate priorities.

The position requires sound judgment, discretion, political acuity, strong organizational skills, and the ability to manage competing priorities in a complex upper-tier municipal environment while supporting the County’s mission, values, and commitment to excellence in service to Grey County employees.

Responsibilities

• Provides high-level administrative support to the Human Resources Department, including filing, drafting correspondence and reports, preparing materials for electronic signature, processing invoices and credit card reconciliations, purchasing and coordinating office supplies, and supporting day-to-day departmental operations.
• Manages and coordinates the Director of Human Resources’ calendar, email, meeting schedule, and administrative workflow, including prioritizing requests, coordinating briefing materials, tracking follow-up items, and ensuring the Director is prepared for internal, external, Council-related, and time-sensitive meetings.
• Supports recruitment, hiring, and onboarding processes by assisting with employment contracts, offer packages, new hire orientation for Human Resources employees, non-union job description updates, and organizational chart revisions based on approved organizational changes.
• Maintains and handles highly confidential and sensitive information related to Human Resources, labour relations, disability management, employee matters, organizational change, financial information, and corporate decision-making with a high degree of discretion, accuracy, and professionalism.
• Acts as the departmental lead for SharePoint and Human Resources records management, including maintaining physical and electronic departmental documents, supporting document accessibility requirements under the Accessibility for Ontarians with Disabilities Act, and coordinating records destruction with the Clerks Department.
• Maintains and updates Human Resources policies, forms, templates, job descriptions, hire letters, contact lists, benefit and salary materials, performance documents, and departmental resources to support consistency, accessibility, accuracy, and compliance with corporate standards.
• Supports the preparation, coordination, formatting, and tracking of Human Resources reports, briefing notes, Council-related materials, presentations, and confidential correspondence in accordance with corporate standards and timelines.
• Provides administrative support for the Human Resources department work plan and participates in departmental strategic planning sessions.
• Coordinates administrative support for Human Resources committees, Labour Management meetings, internal departmental meetings, and assigned project or ad hoc meetings, including preparing agendas, reports, pre-circulated materials, minutes, follow-up correspondence, and related documentation.
• Assists with the coordination of the corporate training program, including leadership and health and safety training, external vendor coordination, room bookings, scheduling, participant registration, and refreshments.
• Provides high-volume administrative support to the County’s Disability Manager portfolio, including opening and maintaining confidential disability management files, updating claim and employee information, tracking start and end dates, monitoring documentation requirements, and supporting related follow-up.
• Coordinates the annual preparation and distribution of service award recipient information to department heads and finance staff.
• Processes departmental accounts payable invoices, including coding by cost centre and forwarding documentation to Finance.
• Maintains current knowledge of relevant legislation, collective agreements, County policies and procedures, and related requirements to support accurate implementation within the role’s area of responsibility.
• Performs other duties as assigned in accordance with departmental and corporate objectives.
• Works in compliance with the Occupational Health and Safety Act and other applicable legislation, departmental policies, procedures, practices, operational guidelines, and safe work practices.

Working Conditions

• Normal working hours are a 35-hour week, with occasional overtime required to respond to urgent matters, deadlines, Council or committee timelines, special events, peak periods, and emergent Human Resources priorities.
• Required to maintain a professional public image of the County when interacting with employees, elected officials, other levels of government, external organizations, vendors, and the public.
• Works in a high-profile public sector office with frequent interruptions, competing priorities, and changing demands during the workday.
• The role requires initiative, sound judgment, political acuity, discretion, and a consistently pleasant, professional, and positive demeanour while handling sensitive financial, administrative, personnel, labour relations, disability management, policy, and organizational matters.

Contacts

Internal Working Relationships requirement for ongoing working relationships with County staff at all levels, including senior management, directors, managers, supervisors, Human Resources staff, Finance, Clerks, Information Technology, and other departments, as an administrative representative.