Human Resources & Document Control Representative

Summary:  

Reporting to the HR Lead, Canada  and Director of Manufacturing, the Human Resources & Document Control Representative is responsible for HR and administrative initiatives within the Med-Eng North American Manufacturing plants located in Pembroke, Ontario and Ogdensburg, New York.

This is a combined role to support the Human Resources function along with Documentation Control.

Key HR areas of responsibility include the coordination of recruiting/new hires/terminations, training and development, safety, performance management, benefits administration, policy formation and interpretation, workers compensation, and compliance with various federal and provincial regulations. In addition, they will administer human resources policies and procedures, collects, and analyzes HR data and processes paperwork for functional area according to established procedures.

The Documentation Control provides support to the Plant in many different areas including managing and preparing training records, documentation libraries, and assisting manufacturing engineering with document changes and creation.

This position interacts daily with all Associates at the Plant and many departments within the company.

Duties & Responsibilities: 

Human Resources Responsibilities:

• Coordinate and manage the full cycle recruitment process within the facility and work with leaders to ensure proper onboarding & orientation process.
• Coordinate, deliver and maintain training programs as it pertains to local business and global requirements.
• Work with supervisors and managers during the termination process to exit the employee properly, ensure all necessary paperwork is completed and issued at termination; conducts exit interviews to determine reasons behind separations.
• Work with management in appropriate resolution of employee relations issues and be present during disciplinary meetings
• Collaborate with the broader HR team to develop policies, programs, processes and provides feedback on their effectiveness, relevance and value to the company’s operations.
• Coordinates and administers benefit programs, STD/LTS claims and WSIB claims.
• Maintain accurate records through all areas of HR.
• Health and Safety Team member, prepares minutes, maintains SDS sheets, coordinates monthly inspections, and helps co-ordinate legislative requirements.
• Reports weekly and monthly H&S activities and tracks actions and outstanding health and safety initiatives
• Assists maintenance with scheduling of mandatory equipment inspections, recertifications of lifts and equipment training
• Provide management reports as required.
• Perform other related duties as assigned

Documentation Control Responsibilities:

• Documentation updates, manages data base to ensure proper revision control, manages documentation libraries on the production floor, prints new revisions based on Engineering Change notices.   Manages the documentation libraries throughout the facility. 
• Prepares training attendance forms for doc changes based on Engineering Change Notices for ongoing production training and awareness.  Coordinates document training activities with Production Manager
• Uploads and manages training records within QPulse.
• Key participant in both internal and external audit activities
• Manage the employee training databases, including Q-Pulse and training matrices, working with plant and production management to ensure that yearly process and equipment recertification training exercises remains to-date
• Assists maintenance and manufacturing engineering with document creation, process changes and updates for new and existing equipment, (WI’s, MI’s, LOTO) as required

Other Administrative Duties:

• Manages petty cash fund, cheques, prepares receipts and monthly summary to finance
• Tracks invoices for PO’s, prepares receipts for non-evident goods to ensure received in ERP and sent along to finance for payment
• Manages kitchen supplies, maintains coffee machines and other kitchen equipment
• Participates in the social committee and assists with plant tours and activities
• Maintains headcount list, key holder list, security access list, emergency call out list, vendor and contractor lists and Business Continuity plans
• Participates in special projects as required

Qualifications

• Two (2) to three (3) years of general Human Resources experience with a minimum one-year recruitment experience
• Degree or diploma in Business with Human Resources coursework or equivalent, HR Certificate or specialized training in the HR field preferred
• Strong analytical and problem-solving skills, with a demonstrated ability to identify and implement effective solutions within established policies and identify and recommend potential policy amendments.
• Strong organizational skills: ability to prioritize and manage multiple tasks.
• A sound knowledge of general human resources principles and practices.
• Exceptional relationship-building skills, including the ability to develop, maintain, and strengthen partnerships with internal and external stakeholders.
• Demonstrated ability to get results through others – to influence without authority.
• Must have a demonstrated strong customer service orientation in order to provide exceptional service and continuous improvement on meeting and exceeding customer expectations .
• Effective change management skills.
• Strong consultation, coaching and negotiating skills.
• Excellent communication skills are required, including the abilities to listen, understand, write clearly and concisely, and demonstrate effective verbal delivery.
• Eligible for a Security Clearance is required.

OVERVIEW

Responsible for all areas within the HR field for a set group of employees. Key areas of responsibility include coordination of recruiting/new hires/terminations, training and development, safety, performance management, benefits administration, policy formation and interpretation, workers compensation, and compliance with various federal and state regulations. Administers human resources policies and procedures that cover two or more functional areas. Collects and analyzes HR data and then makes recommendations to management. Processes paperwork for functional area according to established procedures. May prepare internal employee communications regarding compensation, benefits, and company policies.

RESPONSIBILITIES

• Serve as HR relationship manager for assigned businesses by proactively developing effective manager/employee relationships.
• Provide leadership for HR initiatives and brokering the delivery of HR services.
• Assist managers and employees in the resolution of employee performance and conduct issues; provide counseling to employees as appropriate.
• Identifies legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
• Plans and conducts new employee orientation to engage new employees and assimilate them into the Company.
• Coordinate and deliver training, such as interviewing, hiring, terminations, promotions, performance review, safety, and sexual harassment.
• Provide management reports as required.
• Manage the process of recruiting, selecting and making job offers to production and entry level office candidates in a timely and cost efficient manner. Responsible for utilizing temporary agencies, posting outside advertisements and coordinating the internal interview process. Responsible for creating, updating and maintaining job descriptions.
• Recommend, plan and execute training programs. Maintain training records.
• Work with supervisors and managers during the termination process to exit the employee properly, ensure all necessary paperwork is completed and issued at termination; conducts exit interviews to determine reasons behind separations.
• Advise management in appropriate resolution of employee relations issues and be present during disciplinary meetings
• Develop, update and communicate company policies
• With the support of the Sr. HR Generalist act as consultant and coach for managers and employees concerning organizational structures, organizational development, and implementation of change
• Assist with investigations of sexual harassment allegations, discrimination charges, disputes and other sensitive issues 
• Administer benefit programs, including annual open enrollment process - Maintain accurate records through all areas of HR
• Participates in safety committee and supports safety initiatives as needed including training initiatives.
• Perform other related duties as assigned or requested by senior management

QUALIFICATIONS

• Two (2) to three (3) years of general Human Resources experience with a minimum one-year recruitment experience
• Bachelor’s Degree in related field with three (3) to five (5) years work experience or equivalent combination of education and experience.
• HR Certificate or specialized training in the HR field preferred
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond questions from groups of managers, clients, customers, and the general public.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Current knowledge of all employment related laws and practices.
• Proficient planning, time management and decision making skills.
• Demonstrated ability to interact and communicate effectively with all levels of an organization.
• Must have the ability to organize and prioritize projects in a fast-paced changing business environment.
• Strong written and verbal communication skills. Spanish bilingual a plus.
• Must be Proficient in MS Word, Excel, and PowerPoint.
• Knowledge of HR Perspective a plus.