Job Fact Sheet - Director of HR - City of Yorkton

Job Fact SheetThis questionnaire asks you about your job – what you do. It is not concerned with your performance onthe job. Please take time (we estimate about one hour) to complete it accurately. Attach extra pages orexamples if necessary.When you are finished, give it to your immediate supervisor. Your supervisor will review it with you. Eachof you sign it when you are satisfied with it. Then return one legible copy as directed.1. POSITION IDENTIFICATIONOrganization: City of YorktonDiv./Dept.: Human ResourcesName:Position Title: Director of Human ResourcesTitle of Immediate Supervisor: City ManagerPosition Number:Location: City Hall Date: July 25, 2011Approval Signatures:__________________________ __________________________ ________________________Employee Supervisor Manager2. JOB DESCRIPTIONPOSITION SUMMARY:Reporting to the City Manager, the Director of Human Resources is responsible to direct and guide theoverall function of human resources for the organization. The position works closely with the CityManager and members of the Management Team to maximize the effectiveness of human resourcesby linking human resource planning to the organization's strategic plan.Provides overall leadership and management for all aspects of human resources, payroll, benefits, andoccupational health and safety; including divisional employee performance management andrecognition.Activity A: Organizational and Employee Development• Provdes guidance and leadership to organizational and employee development initiatives whichinclude: performance management, training and development, coaching, team building, leadershipdevelopment, change initiatives, career development, and succession planning.• Promote a continuous learning environment to ensure workforce flexibility and skills enhancement.• Review, develop, and administer employee and management performance management system.Activity B: Total Compensation, Benefits and Payroll• Manage the administration, assessment, and maintenance of a progressive organizationalcompensation and benefits philosophy and program (including compensation and benefits reviews,research and analysis; job evaluation; annual market adjustment determination; authorization of biweeklypayroll).• Conducts benefit carrier reviews and analysis of annual contract renewals, providing recommendationsto City Manager and Council.

Activity C: Employee and Labour Relations• Represents organization and supports departments in issues related to labour relations(labour/management committee, collective bargaining, negotiations, mediation, resolution ofgrievances, interpretation, and administration) for Canadian Union of Public Employees (CUPE) andInternational Association of Fire Fighters (IAFF) ensuring ongoing amicable employer and unionrelations.• Manages the terms and conditions of employment for the out-of-scope employee group.• Provides employee and management consultation ensuring compliance through education with currentlegislation and practices.• Coordinates the performance of legal due dilligence in employment related cases and assistsmanagement in complying with legislated and statutory human resources requirements.• Provides corporate consulting, coaching and counseling on human resources directives, programs,conflict resoltion, disciplinary processes, intervention strategies, and terminations.• Directs and oversees sensitive investigations, inquiries and problem resolution.• Ensures effective employee relations through provision of regular communications on organizationalissues and by obtaining feedback.Activity D: Recruitment and Retention• Leads and supports the overall recruitment cycle including: workforce planning, orientation, retention,engagement, employee recognition, and exit interviews.• Responsible for the Employee Recognition Program and explores methods to enhance the program.• Research, review and provide recommendations for practical, timely, and effective organizationalattraction and retention initiatives.Activity E: Occupational Health & Safety• Leads the City's responsibility for Health and Safety, ensuring ongoing compliance with theOccupational Health & Safety Act and Regulations.• Fosters a culture of prevention and ensures supporting programs, business processes, resources,communication practices, and measures are in place.• Ensures ongoing national accreditation as a COR (Certificate of Recognition) certified organization.• Conduct annual internal health and safety audits.Activity F: Policy and Procedure• Research, conduct reviews, develop and execute best practice policies to guide the organization.• Provide organizational communication and consulting.• Promote continuous corporate improvement and organizational efficiencies through the developmentof new and revised policies aligning with the strategic direction of the organization.Activity G: Human Resources Strategy• Develop Business Plan and departmental strategies to fully integrate with the overall strategic plan,mission, vision, and values.• Develop and maintain human resources budget, aligned with the departmental business plan.• Assess and monitor internal and external market, trends, forecasts, opportunities, and threats.• Support the Management Team in maintaining a productive organizational structure and provideappropriate strategies as necessary.• Provide support, advice, guidance and leadership to Council as it relates to Human Resources;prepares and presents Human Resources reports to Council.

3. EDUCATION AND SPECIFIC TRAINING(a) What should be the minimum schooling or formal training for a new person being hired into thisjob?Bachelor Degree in related field, with Certified Human Resources Professional (CHRP)designation.(b) Is any Provincial or other vocational or professional certification or degree:Mandatory X Preferred Please specify:(c) What special skills or training are needed to perform job or operate equipment? (Specifyequipment operated).• Motivated, flexible, self-starter who is results-oriented and possesses strongconsulting and leadership abilities.• Strong communication and presentation skills, with ability to work and influenceeffectively at all levels.• Proven ability to develop and maintain a high level of trust and confidentiality tofoster positive employee relations.• Thorough and demonstrated knowledge of labour and municipal legislationaffecting human resources (eg. Labour Standards, Human Rights, OccupationalHealth and Safety, Trade Union Act, Freedom of Information and Protection ofPrivacy, Cities Act, etc.).• Demonstrated record of achieving performance objectives and motivating otherswhile also being self-directed.• Experience with collective bargaining and administering collective agreements.• Experience and/or training in negotiation, mediation and facilitation skills.• Strong computer skills and working knowledge of Microsoft Office, HRIS andpayroll systems.• As a condition of employment, must possess and maintain an RCMP SecurityClearance and a valid Saskatchewan Class 5 Driver's License.4. EXPERIENCEHow much total job experience is required for a new hire, with education as in #3, to be fully qualifiedfor the position.About: 1 month 3 months 6 months 1 year 2 years3 years 5 years X 7 years 10 years MoreSpecify number of years of supervisor experience that this includes. 3 years5. INITIATIVE (INDEPENDENCE OF ACTION)(a) List 3 decisions you make or duties you perform without reference to superiors or subsequentchecks.1. Employee and labour relations issues2. Employment offers and salary negotiations3. Budget and program expenditures(b) List 3 decisions on which you seek consultation with, or approval from a superior.1. Policy and procedure changes2. Employer generated terminations3. Preparation of Council correspondence

(c) What guidelines, procedures, manuals, etc. are available to guide your decision-making actions?City policies, collective agreements, and provincial legislation (Labour Standards,Human Rights, Occupational Health & Safety Act and Regulations).(d) State any financial responsibilities (and amounts) your job involves; eg. budget, sales, revenues.Administrative Budget $1,000,000.006. IMPACT OF ERRORSDescribe 2 typical major errors that could reasonably be made in your job, even with due care.Indicate the worst consequences; eg. waste, delays, time lost, money lost, injury, damage, effect onpeople.1. Labour and employee relations errors – could affect the work of others, maynegatively affect external and internal relationships, may lead to legalcomplications, and erode the credibility of the department2. Non-compliance with related legislation and common law practice may result inlegal situations, time lost and financial impact ultimately harming employeemorale7. WORKING WITH OTHERS (Excluding those supervised – see #9)With whom are you required to work in doing your job? Use titles (In Person; Telephone; Writing).WithinOrganizationPeople Contacted How Often Purpose HowCity Manager and other Daily To maintain and enhance P/T/WMunicipal Departmentsinternal workingrelationships; to provideand receive information; toprovide guidance,coaching and support.EmployeesAs requiredTo provide support andguidance; to provideinformation.P/T/WMayor and CouncilAs requiredTo provide information andreceive feedback; topresent information andseek approval.P/T/WCUPE and IAFFAs requiredTo ensure amicablerelations; to provideinformation and receivefeedback; to obtainagreement andcooperation.P/T/W

OutsideOrganizationGeneral public,candidates, othermunicipalities, EFAP,WCB, Benefits Provider,Human Rights, LabourStandards, legalcounselAs requiredTo build and maintainrelations; to exchangeinformation; to obtainagreement andcooperation; to developnew partnerships; toensure effective delivery ofservices.P/T/W8. SUPERVISION OR DIRECTION EXERCISED(a) Assign and check work of others doing work similar to yours.Administrative Assistant, Reseach and Data Assistant, Human Resources Advisor,Payroll Accountant, Payroll and Benefits Clerk(b) Provide technical or functional guidance to other staff.Full supervisory duties of staff listed above. Responsible for coaching/directingsupervisors in addressing critical human resources issues and conflict resolution.Implementing training and development needs of employees in various divisions.Plan, organize, control, integrate and co-ordinate diverse human resources.(c) Supervise a work group; assign work to be done, methods to be used, and take responsibility forall the work of the group.All staff listed in (a) above, as well, this position provides direction and guidance to alldepartments related to legislative, collective agreement and policy interpretation andapplication.(d) Manage the work, practices and procedures of a unit.Responsible for appraisal, discipline, recruitment of staff listed in (a) above, as well,this position provides direction and guidance to all departments related to appraisaland discipline, and manages the overall recruitment of all positions within theorganization. Through the development of staffing plans, working in conjunction withDepartment Head’s, is required to plan, organize, control, integrate, and coordinatediverse human resources to ensure strategic plan objectives are met.(e) Other (specify).9. EMPLOYEES SUPERVISEDFull-timeEmployeesPart-timeEmployeesFull-timeEquivalentCombined Total1-3 4-10 11-20 21-30 31-60 61-150 151 Plus323.6 FTE5

10. PHYSICAL, MENTAL AND VISUAL DEMANDSEnter estimated percentage in appropriate box.Percentage ofTotal Work Time0-5% 5-20% 20-40% 40-70% Over 70%Explain any condition thatapplies to your job.Comfortable; fewexceptional demandsIntense/visual listeningconcentrationLifting, carrying, climbing5%15%80%Other heavy physical effort11. WORKING CONDITIONS(a) Explain any unpleasant aspects, eg. heat, cold, odours, noise, work interruptions, outside work,infection, danger.Ongoing work interruptions; position works in a regular office environmentMinor disadvantages:Major unpleasant aspects:(b) What is your scheduled work week?Monday to Friday 8:30 to 4:30 (35 hours/week)Shift workOther unusal hoursAttend meetings after 4:30pm including Council Meetings and overtimeOn Call(c) Overnight travel: Yes No 1% time away Occassionally(d) Driving vehicle during work: YesOccasionally No12. SAFETYIncumbents in a supervisory role are responsible for ensuring that operations are performed with theutmost regard for the safety and health of all personnel and for promoting proper attitudes towardssafety and health in themselves and in those they supervise.As an employee of the City of Yorkton, the incumbent is responsible and accountable for knowingand working in accordance with the Safety Policy. The incumbent must work in such a way as not toendanger himself/herself, fellow employees or the public.