Position

HRIS****Operations Officer

Department

People and Culture

Classification

Level 4

Salary

Our salaries generally range from $66,000 - $74,000 and are based on qualifications and experience

Languages

English Required, French is an asset

Term

Contract (18 Months)

Location

Hybrid (Ottawa)

Background

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

With over 2,000 members including Canada's largest cities, small urban and rural communities, and 20 provincial and territorial municipal associations, FCM represents over 90% of Canada’s population. As the national voice of Canadian municipalities, FCM is an organization that strives to make the communities Canadians live in more prosperous, sustainable, and equitable.

FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. As the national voice for Canada’s local governments, FCM is committed to strengthening Canada by achieving results for Canadian communities and cities, and by sharing knowledge and experience on the world’s stage, so that others may improve the quality of life in their communities. All leaders in the organization are expected to lead in a manner that embraces these values, the corporate culture and the passion for FCM’s mission.

Major Purpose

This role is responsible for ensuring that the most effective and efficient systems, processes and tools are in place for the successful delivery of people operations. They complete core people operations services, programs and procedures that help foster an environment that influences a positive employee experience for FCM staff in alignment with the organization’s objectives.

The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Officer, will maintain the highest level of confidentiality, professionalism and exercise good judgment including the ability to escalate to management when help is required and being able to meet deadlines as set out by their direct manager within a fast-paced corporate environment.

Key Responsibilities

People Operations Services

• Makes recommendations on improving existing ways of working within the team and contributes to the P&C department’s strategic planning process.
• Manages the People & Culture inbox; acts as the central contact point for operational/technical P&C information – prioritizes responses in the context of known priorities, responds where appropriate to requests, redirects requests to appropriate areas, drafts responses and documents for review.
• Act as back-up to liaises with group benefits providers/broker, supports the annual renewal proceses, responds to general employee inquiries and keeps staff updated about changes.
• Provides administrative support in the daily operations and activities of the department including establishing, revamping/transforming and maintaining confidential electronic files.
• Contributes to process standardization and documentation.
• Leads projects of modernization / continuous improvement initiatives.
• Supports the planning and delivery of employee engagement initiatives as required.
• Support in the delivery of internal P&C communications to staff and information sharing through various methods such as the All Staff Teams Channel.
• Supports the P&C Team with policy reviews, researching, editing and implementation as required.
• Adopts a continuous improvement mindset and provides feedback on operational procedures/makes recommendations.
• Creates, reviews and proofreads a variety of material/collateral for accuracy, consistency and legal compliance prior to publishing including employment offers, policy and program information, communiqués, staff announcements and discipline and termination letters.
• Co-leads P&C’s internal communications framework and provides guidance to P&C staff on implementation.
• The incumbent also fosters collaborative inter-departmental relationships to ensure alignment across service delivery areas.
• Fosters a transparent, collaborative team environment focussed on capacity building, process documentation and information sharing.
• Develop and implement strategies for process optimization and workflow enhancements.

HRIS Subject Matter Expert

• Ongoing monitoring of system updates and features to optimize usage.
• Develops and maintains user manuals, training materials and other documents as needed to enable successful implementation of new processes, workflows and systems.
• Supports the delivers employee / manager systems’ training as required.
• Accountable for the quality of employee data in the corporate HRIS and electronic employee records on SharePoint.
• Review current process within existing HRIS and suggest improvements while applying a lean mindset.
• Evaluate current HRIS processes to identify inefficiencies and bottlenecks, provides different suggestions of improvements. Implement changes to process by configurating HRIS and/or liaise with different vendors.
• Process documentation, monitoring use and recommending changes or improvements .

Data and Reporting

• Responsible for delivering quality and accurate reports (scheduled and ad hoc) to different client groups and different members of the P&C team.
• Create, update and maintains reports in our HRIS to support data-driven decision-making.
• Shares data with members of P&C team to support with client management and decision-making including salary analysis and historical information.
• Shares data with Business Partners to support with client management and decision-making including salary analysis and historical information.
• Compiles, analyzes and shares data with other departments to ensure alignment and accuracy of information across the organization.

Talent Operations and Onboarding

• Responsible for being familiar with systems related to recruitment, selection and operational onboarding including VidCruiter.
• Update Recruitment process within Vidcruiter which includes updating onboarding files in the system, working with Vidcruiter to implement the Ceridian/Vidcruiter export of information.
• Acts as a back-up for the Talent Operations Team in recruitment, new hire onboarding setup and orientation delivery as required.

Knowledge, Experience and Skills

• Post-secondary education in Human Resources or equivalent.
• Minimum 3-5 years’ experience in people operations or equivalent.
• Project Management and process optimization experience
• Requires strong People & Culture knowledge and experience (Human Resources Management) and a broad knowledge of programs, policies and processes.
• Digitally savvy with a strong working knowledge of business support processes, document repository processes, and proven capabilities in computer business applications as well as an HCMS (e.g., Office 365, SharePoint, and cloud environments).
• Strong organization and communications skills, and a professional attitude in order to coordinate a variety of variables, action plans, administrative policies, internal and external contacts.
• Demonstrated ability to handle multiple priorities in a fast-paced environment with tight deadlines/turnaround times.
• Strong (project) management skills including communication, budgeting, work planning and monitoring.
• Understanding of business analysis and ability to leverage technology in conjunction with continuous improvement initiatives.
• Proven relationship building skills and ability to work with people of diverse backgrounds.
• Hands on experience of HRIS and Office 365 as it relates to analysis, report writing, and communication
• Strong attention to detail and accuracy.
• Self-motivated, professional and flexible; comfortable with and enjoys working both independently and as part of a collaborative, supportive team.
• Demonstrate confidentiality and professionalism with sensitive information and situations.
• Possession of a high degree of professionalism, integrity and discretion.
• Ability to maintain confidentiality and tact.

Language Requirements

• Ability to speak, write, and communicate in English and French is an asset.

The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live within 80kms of downtown Ottawa and be authorized to work in Canada.

For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca. Visit the careers section of our website to apply. The deadline for applications is May 27, 2025 or until the position is filled.

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.