The Payroll Officer is responsible for processing and administering all Division payroll and benefit plan actions in the automated HRIS/Payroll system to accurately compensate employees and process employee benefits. The Payroll Officer researches, analyzes and administers all entries and transactions to ensure payroll and benefit administration is processed in an accurate, consistent, timely manner and in compliance with federal and provincial laws, regulations, collective bargaining agreements, administrative procedures and contracts. Responsibilities also include preparing and submitting required reports to government agencies and other internal and external stakeholders to ensure accurate and timely reporting and implementing and testing system functionality and system updates.

 

 

Key Responsibilities and Accountabilities

 

Accurately calculate, enter and review pay related information and balance and process semi monthly and monthly payrolls from beginning to end.

• Calculate, analyze, reconcile and process employee salaries, applicable deductions and benefits in accordance with federal, provincial, and pension legislations, collective agreements and contracts for a diverse payroll with 10-month and 12-month employees, monthly and semi monthly pay frequencies and multiple bargaining units.
• Investigate and resolve payroll related issues; identify and provide solutions for potential payroll problems and or/concerns.
• Analyze the HRIS/Payroll system entries for timely and accurate processing of employee records (e.g., leaves, absences, timesheets).
• Verify and analyze timesheets and attendance records for payroll accuracy and follow up with supervisors regarding any discrepancies. Complete the necessary adjustments and import to the HRIS/Payroll system.
• Collaborate with contract administrators to ensure employment contracts are accurately recorded internally and that internal audit procedures are performed in a timely manner (e.g., salary grid placements, classification). Collaborate with other internal departments to ensure payroll processes and workflows are completed accurately and in a timely manne

 

Monitor and process employee benefits.

• Determine employee eligibility for benefits and process employee benefits including health and dental, disability, WCB, group life insurance, and pension including but not limited to enrolment, status and beneficiary updates, long-term disability referral, employer statement and termination notices.
• Calculate maternity top-up, WCB top-up, WCB and LTD coordination, and retirement/severance gratuity.
• Maintain proper documentation of employee benefit records, including coverage details and status changes (e.g., Enrolment Forms, Designation of Beneficiaries, Application for Changes, and Teacher Change Reports). • Provide assistance and resolve employee inquiries related to benefits, claims and coverage.
• Assist in the interpretation and ensure compliance with employment standards, pension and insurance regulations, and collective agreements.
• Work collaboratively with outside benefit agencies including but not limited to STF/RPSTA, CUPE, SGEU, SUN, Manulife, Cooperators, Mobius, CRA, Service Canada, various third-party demands, WCB, and interprovincial universities, to ensure timely processing of claims and accurate billing.
• Conduct regular audits and reconciliation of benefit plan enrolment to ensure accurate coverage and eligibility. Prepare reports to plan providers for renewal of benefits. 

 

Monitor HRIS/Payroll systems for compliance, ensure accurate and timely data management, and provide a variety of external and internal analysis and reporting as required.

• Process required remittance reports and supporting documentation for all statutory and other contractual benefits and deductions (e.g., taxes, pension, insurance, union dues, wage garnishments, and other authorized deductions).
• Analyze and prepare required payroll and benefits reports to government agencies and external stakeholders (e.g., PIER Reporting, Service Canada, and Pension Adjustment Reporting).
• Process Records of Employment, T4s and other tax forms, ensuring accuracy and timeliness.
• Stay abreast of changes in payroll and benefits regulations to ensure compliance. • Provide reports to the external auditors and respond to inquiries.
• Prepare a variety of regular and ad hoc payroll and benefits analysis reports for internal and external reporting on a semi-monthly, monthly, quarterly and annual basis.
• Respond and resolve inquiries from benefit providers, CRA, Service Canada and other external parties in a timely, effective and professional manner.
• Conduct regular audits of payroll and benefits data to identify and correct discrepancies according to payroll semi-monthly and monthly frequencies.
• Collaborate with Finance/Accounting Department to reconcile payroll related general ledger accounts, remittances, billings, and salary reimbursements.

 

Responsible for the general operation and maintenance of the HRIS/Payroll system and data.

• Responsible for entering and maintaining employee records in HRIS/Payroll system including new employee set up and internal position changes, terminations, and compensation changes.
• Update HRIS/Payroll system to comply with regulations and collective bargaining agreements (federal and provincial tax tables, exemptions and parameters, CPP, EI, pension, life insurance, health and dental, salary grids, and allowances).
• Perform audit and testing to ensure system compliance and accurate calculations.
• Liaise with payroll software vendor to ensure smooth operation of HRIS/Payroll system.

 

 

Education and Experience 

•  Grade 12 or equivalent.
• Post-secondary education with a minimum of four (4) payroll or accounting classes at the intermediate level.
• Three (3) to five (5) years of experience processing payroll using automated HRIS/Payroll systems.
• Successful completion of the National Payroll Institute Payroll Compliance Professional (PCP) designation.
• Experience working within the education sector is considered an asset.