Job ID #32342: Supervisor, HR Records & Data Quality

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32342: Supervisor, HR Records & Data Quality
• Union: Non-Union
• Job Description ID #: A15983
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on November 18, 2025.
• Duration: Up to 24 months
• Vacancy type: This posting is for an existing vacancy
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

SUMMARY OF DUTIES

Reporting to the Manager, HR Technology & Analytics, the Supervisor, HR Records & HR Systems Data Quality is responsible for the leadership, supervision, and operational management of the HR Records team, ensuring the delivery of accurate, timely, and compliant HR data administration services across the organization. The incumbent provides leadership, coaching, mentoring, and performance management to HR Records staff while supporting the professional development of the HRMS team.

The Supervisor establishes and maintains data governance, records management, and data quality standards across Human Resources systems, including Human Capital Management (HCM), Workforce Management (WFM), recruitment, payroll interfaces, organizational management, and employee self-service platforms.

The position is accountable for the development and execution of HR data quality assurance programs, audits, reconciliations, monitoring controls, and continuous improvement initiatives designed to ensure the integrity, security, accuracy, and reliability of employee and organizational data. Acting as a subject matter expert, the Supervisor collaborates with HR, Finance, Information Technology, Payroll, Labour Relations, and operational stakeholders to identify risks, resolve data issues, improve business processes, and support strategic decision-making through accurate workforce information and reporting.

GENERAL DUTIES

Leadership and Supervision

• Provide leadership, direction, coaching, and performance management to the HR Records team, ensuring effective service delivery and compliance with established service standards.
  
• Assign, monitor, prioritize, and coordinate work activities within the HR Records function to ensure accurate and timely processing of HR transactions, employee records, organizational management updates, and HR system maintenance activities
• Provide training, onboarding, mentoring, and technical guidance to HR Records staff and the HRMS team on HR systems, business processes, records management standards, and data governance practices.
  
• Support the HRMS team through ongoing coaching and knowledge transfer, fostering technical capability development, continuous learning, succession planning, and operational excellence.
  
• Lead regular team meetings, establish service priorities, monitor workloads, and ensure the consistent application of procedures, policies, and business processes.
  
• Participate in recruitment and selection activities, attendance management, employee relations matters, performance management, and workforce planning activities in accordance with corporate policies and collective agreements.
  
• Promote a culture of accountability, continuous improvement, collaboration, customer service excellence, and data stewardship.
  
• Develop and maintain operational procedures, standards, and controls to support consistent and effective HR Records operations.
  

HR Records Administration and Operational Oversight

• Oversee the administration and maintenance of employee records and organizational data within HR systems, ensuring records are complete, accurate, and secure.
  
• Ensures the timely and accurate processing of employee lifecycle transactions including hires, promotions, transfers, organizational updates, leaves, retirements, and separations.
  
• Establish and maintain operational procedures, quality standards, service-level expectations, and internal controls related to HR records management activities.
  
• Provide guidance and escalation support for complex employee record transactions, data corrections, organizational structure updates, workforce management records, and related HR system activities.
  
• Ensure appropriate controls are maintained regarding employee information confidentiality, records retention, privacy compliance, and authorized system access.
  
• Monitor operational performance and workload distribution to achieve quality, productivity, and service objectives.
  
• Maintain effective working relationships with internal stakeholders and external partners to support efficient HR operations.

HR Systems Support and Process Improvement

• Collaborate with HR Technology, Payroll, Information Technology, and business stakeholders to identify opportunities to improve HR processes, system functionality, automation, and data quality controls.
  
• Acts as subject matter expert (SME) regarding HR systems, records management practices, data governance requirements, and HR business processes.
  
• Manage system security, including user access, permissions, and data confidentiality of HR Systems.
  
• Configure and maintain modules with a deep understanding of Core HR, Compensation, Benefits Administration, Talent Management, and Workforce Management functionality.
  
• Configure and maintain modules for Timekeeping and Absence Management, including pay rules, work rules, holiday calendars, and accrual policies.
  
• Participate in HR system upgrades, testing activities, implementations, conversions, and technology projects impacting HR operations and records management. Make necessary updates to the HCM and WFM platforms like PeopleSoft, Oracle Cloud HCM, and UKG Pro WFM due to collective agreement, legislative and other changes.
  
• Develop and maintain process documentation, standard operating procedures, training materials, and business process maps supporting HR Records operations.
  
• Analyze business requirements and provide recommendations for process redesign, automation opportunities, and operational efficiencies.

HR Systems Data Quality, Auditing and Governance

• Lead the development, implementation, and continuous improvement of HR data quality frameworks, standards, policies, and governance practices across all HR technology platforms.
  
• Develop and execute comprehensive data quality audits, reconciliations, monitoring activities, and validation processes to ensure accuracy, completeness, consistency, and integrity of employee and organizational data.
  
• Identify, investigate, document, and resolve data quality issues through root cause analysis and corrective action planning. Recommend long-term solutions to prevent recurring issues.
  
• Establish key performance indicators (KPIs), scorecards, dashboards, and monitoring tools to measure HR data quality performance and support continuous improvement initiatives.
  
• Lead cross-functional data reconciliation activities between HR systems, payroll, finance, workforce management, recruitment, and other enterprise applications.
  
• Maintain and enhance data dictionaries, data definitions, business metadata repositories, and governance documentation to support enterprise data consistency and reporting standards.
  
• Champion data stewardship, data ownership, and accountability throughout the organization through education, training, consultation, and stakeholder engagement.
  
• Support internal and external audits by providing accurate information, documentation, analysis, and recommendations relating to HR data and controls.

Reporting and Analytics

• Monitor and analyze HR data trends, data quality metrics, operational performance measures, and compliance indicators. Provide recommendations and action plans for management.
  
• Develop and deliver reports, dashboards, and presentations to support operational and strategic decision-making.
  
• Manage and troubleshoot inbound/outbound data integrations between HCM/WFM modules and other enterprise systems, such as finance or payroll.
  
• Fulfil ad-hoc data requests and support reporting requirements for internal and regulatory audits.
  
• Provide consultative support to management regarding HR data interpretation, reporting methodologies, data governance requirements, and data quality improvement strategies.

Compliance and Confidentiality

• Ensure HR Systems and Records operations comply with applicable legislation, collective agreements, corporate policies, and established business practices.
  
• Maintain strict confidentiality regarding employee, labour relations, health, payroll, and organizational information.
• Ensures compliance with Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Employment Standards Act (ESA), Occupational Health and Safety Act (OHSA), Accessibility for Ontarians with Disabilities Act (AODA), and other relevant legislation.
  
• Work in accordance with all applicable Health and Safety legislation and City of Hamilton policies and procedures.
  
• Perform other duties as assigned which are directly related to the responsibilities of the position.

QUALIFICATIONS

1. University Degree in Human Resources Management, Business Administration, Information Technology, Data Analytics, Public Administration, or a related discipline, or an equivalent combination of education and progressively responsible experience.
2. Considerable progressive experience in Human Resources operations, HR Records administration, HR Systems support, HR data governance, or related fields, preferably within a large, complex, unionized environment.
3. Demonstrated leadership and supervisory experience, including workload management, performance management, employee coaching, mentoring, staff development, succession planning, and change leadership.
4. Experience leading HR Records, HR Operations, HR Systems, or related administrative support functions with responsibility for ensuring operational excellence and service delivery.
5. Demonstrated experience developing and implementing data quality assurance programs, audit controls, reconciliation processes, governance frameworks, and continuous improvement initiatives.
6. Comprehensive knowledge of Human Resources business processes, employee lifecycle transactions, organizational management, workforce management, payroll interfaces, and records administration practices.
7. Experience working with enterprise HR systems including PeopleSoft HCM, Oracle Cloud HCM, UKG Pro Workforce Management, or similar platforms.
8. Demonstrated knowledge and skills in business process analysis and quality assurance methodologies. Proven ability to identify process efficiencies and drive continuous improvement initiatives.
9. Advanced analytical, problem-solving, and investigative skills with demonstrated experience conducting audits, reconciliations, root cause analysis, and corrective action planning.
10. Experience developing and maintaining reports, dashboards, data dictionaries, governance documentation, business procedures, and operational controls.
11. Demonstrated knowledge of privacy legislation, information management principles, records management practices, and data governance standards.
12. Strong project management, stakeholder engagement, consultation, and relationship management skills is preferred.
13. Advanced proficiency with Microsoft Office applications, particularly Excel. Experience with Power BI, SQL, reporting tools, and analytics platforms is considered an asset.
14. Ability to manage sensitive and confidential information with a high degree of professionalism, discretion, and integrity.
15. Highly developed interpersonal skills with the ability to interact and communicate effectively at all organizational levels. Highly motivated to provide sensational customer service focusing on discovering and meeting the needs of the client all the time.
16. Excellent communication skills (written and oral); communicates in ways that gain the support of others. Mentors, motivates, and guides others toward goals. Has the capability to advocate a position and encourage others with a sense of shared purpose and excitement.

WORK CONDITIONS

• Hybrid (Remote/Home & Workplace) telecommuting work model-based role.
• Must be able to sit/stand for prolonged periods of time using video-based technologies.

HOURS:

35 per week

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.