File Intake Officer (12-month term)

Internal/External

Vacancy

Division: Collective Bargaining & Compensation Services

City: Ottawa, ON

Type of position: Hybrid

Job Term: 12-month term, Full-time (35 hours per week)

Union/Non: IAM local 3011

Eligibility: Applicant must either be a Canadian citizen or a resident eligible to work in Canada

Competition: 25-16

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 70,000 professionals and scientists across Canada, is seeking a File Intake Officer to support its Compensation Services team at the National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the Director, Collective Bargaining and Compensation and the functional supervision of the Manager, Compensation Services, the File Intake Officer is responsible for responding to internal and external inquiries, and assisting the Compensation team by providing file intake, research, and administrative support.

Primary responsibilities:

Perform preliminary review of classification/job content grievance files and pension/benefits enquiries to determine and obtain required documentation and information, identify principle issues, and direct files to the appropriate staff member with recommendations on courses of action.
Receive grievances, open and maintain files, verify content & membership (follow-up when members are not registered). Determine essential supporting documents/resources, provide feedback on completeness of file, track interactions, and archive as required.
Respond to compensation enquiries from members. Compile and interpret information provided, identify root cause of problems presented, provide solutions based on research, templates and technical analysis. Communicate effectively with members to find a resolution.
Assist and provide research support to Officers on various aspects of compensation issues, complete grievance forms, and review technical documents.
Review the PSLRB schedule, reach out to assigned officers (from other departments), determine if Compensation team should be involved, refer file to compensation if appropriate.
Host/Co-host technical development drop-In sessions for labour relations and administrative staff.
Track, sort, and publish template response indexes for Labour relations staff
Participate in and/or review seminars, legal summaries and briefs, industry publications, webinars, and regulatory information sessions. Provide written summaries to colleagues.
Compile and maintain centralised case tracking and filing systems; create cases, and update SNOW CMS.
Develop and implement technical procedures and resources for efficiency in resolving member inquiries.
Extract, compile, maintain, and distribute compensation information into statistical reports and summaries using spreadsheet applications. Note trends of emerging issues with respect to employer policies and procedures for review and action by Officers.
Act as liaison between the Institute and the competent body in matters related to scheduling hearings and other meetings. Provide administrative support by arranging location, time, and meeting facilities; assembling required documentation; notifying participants and sending agenda and reminder notices.
Update and maintain the compensation section website.
May be requested to undertake other related duties as assigned.

Knowledge and Experience Requirements

Education / Experience:

Completion of a two (2) to three (3) year community college program or degree in a related field of study
Two (2) to Three (3) years’ experience performing administrative duties, or an equivalent combination of education, training, and/or experience.

Assets:

Certification in Mental Health First Aid (MHFA) or a similar training program
Completion of relevant training or certification in group benefits and retirement benefits administration

Language requirement:

Fluency in both official languages (French and English) is required

Skills and experience required:

Knowledge of terms and conditions of employment applicable to Institute members
Knowledge of classification/job evaluation in the federal public service, and in other jurisdictions represented by the Institute
Knowledge of the standard elements of Pension and Benefits issues
Some knowledge of the authorities governing employer/employee relations in the federal public service of Canada and other jurisdictions in which Institute members are employed
Knowledge of relevant databases and training programs
Knowledge of labour relations terminology
Data manipulation skills; ability to assimilate technical information from a range of sources, including legal summaries
Strong communication (with sensitivity & patience), decision-making, and analytical skills
Ability to produce reports, and other correspondence; take and transcribe minutes of meetings; proofread and correct errors
Experience with various word processing and communication tools

Compensation Package

Salary Range: $74,586 to $93,234 (G4)
Group Benefits: Health, Dental
Vacation: 4 weeks per year, plus other generous paid leave
Paid Time Off: December 27th to 31st

Note

Preference will be given in accordance with the provisions of the Collective Agreement for the IAM Local 3011 bargaining unit.

How to apply

Applications must be submitted by email to staffingofficer@pipsc.ca, no later than 4:00 pm (Est) February 26, 2025. Please include Competition #25-16 in the subject line.

Submit a cover letter and resume tailored to the qualifications outlined in the job posting. Your documents should include specific examples that clearly demonstrate how you meet the requirements of this position, as your application will be evaluated based solely on the information provided.

If you require accommodation for a disability during the recruitment process, please contact us with your details. Our Staffing team will respond within 48 hours, and all information related to accommodation requests will be handled confidentially.

We are committed to creating an inclusive, psychologically safe, harassment-free, and accessible work environment, starting from the recruitment process.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.