HR Shared Services Specialist

Location: Toronto, Canada In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow’s possible. Thales provides world-leading Communications-Based Train Control (CBTC) and interlocking for mass rail transit applications globally. The Centre of Competence for Urban Rail Signalling is located right before you at mid-town Toronto. As the largest office in Canada, we house a department for every step of the Software Development Lifecycle (SDLC)! This includes Software, Hardware, Systems Design, Verification & Validation, Operations, etc. The supporting corporate shared services teams in Finance, Human Resources and IT is also located at the office. Our office space was designed to provide a sustainable, healthy workplace that expresses TRSS’s brand while increasing collaboration. Features include Greenguard furniture, EnergyStar appliances, low-emitting adhesives, sealants, and sliding glass doors on internal offices provide daylight and views to the outside. Come join the big Transport family, here in Toronto!

As a member of the 1st Point HR Onboarding Team, the HR Shared Services Specialist role provides first level support to candidates, new hires, HR, managers and vendors with onboarding needs for North America. Based in Toronto, Ontario, Canada, this role reports to the HR Shared Services Team Lead.

Duties and Responsibilities:

Onboarding:

• Initiate and complete onboarding process by taking appropriate steps in HRIS and generating required documents
• Initiate relocation process, when needed, by coordinating with third parties
• Manage, track and monitor onboarding process (communications, notifications, employment agreement, background checks, I-9s, one time payments etc.)
• Escalate accordingly to hiring manager and/or Talent Acquisition team
• Track completion to ensures new hires have taken appropriate actions in HRIS to complete their onboarding activities
• Complete Contingent hires in HRIS
• Initiate any business specific tasks required during onboarding process
• Track and monitor probation completion

HRIS:

• Ensure integrity and quality of data in the HRIS databases as well as in the Case Management System.
• Maintain HRIS data records and workflow pertaining to employees and ensures entries are timely and accurate
• Audit contract end dates and follow up with managers to confirm next steps and triggers

Payroll:

• Action payroll related items to support with overall payroll

Case Management:

• Responds to employee queries via phone or email
• Thoroughly document inquiries via case management tool to ensure required information is recorded accurately in accordance with policies and practices
• Track and follow up on employee related matters
• Ensure SLA’s are followed and met

Other:

• Maintain knowledge of company and departmental policies and procedures.
• Initiate notifications accordingly
• Accountable for maintaining data records pertaining to employee record tracking in paper or electronic filing.
• Prepare employee letters, as required, in a timely manner outside of HRIS workflow
• Participate in audits as needed
• Support Thales’ HR department with special projects, mass communications, and other duties as needed and assigned

Required Education and Experience:

• Knowledge of HR practices either through post-secondary education, an HR professional designation, and/or work experience in HR
• 2 years of related HR experience
• HR Certificate completed or working towards it is an asset
• Experience in a customer service or shared services environment with a strong sense of ownership
• Experienced/working knowledge of employment standards legislation and variances by US states is an asset

Required Competencies:

• Strong customer service skills (working with ticketing system)
• Ability to work well and collaborate in team environment
• Critical Thinking skills; able to identify escalation points
• Demonstrates strong organizational and interpersonal communication skills
• Ability to handle complex and demanding situations tactfully when dealing with customers and assist other team members with problem resolutions
• Highly organized with ability to prioritize duties during periods of high volume and meet deadlines in a fast-paced environment.
• Strong time management skills (meeting SLAs)
• Discretion to deal with personal and confidential information with sensitivity and tact
• Adaptable to changing business practices
• Understanding of a Shared Service function and Customer Service principles
• Proficient computer skills (Outlook, Excel, Word, Powerpoint, One Note, Workday, Case Management system)
• Strong results-oriented work ethic with a focused attention to detail and follow through to resolution

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.