COMPETITON NO: S 16 CLK 021 REG

POSITION SUMMARY:

Under the general direction of the Manager, Payroll the Payroll Clerk is responsible for processing accurate semi-monthly or bi-weekly payrolls and related reports within payroll deadlines.

This position works closely with the Human Resources and Finance department to ensure benefit discrepancies are addressed, leaves and assignments are correctly set up with appropriate top-up or vacation/sick banks, absences and replacements are entered correctly, cost centers accurately charged, and other information is verified when needed (i.e. Support Staff Allowances, Teacher pay increments, Teacher Regulation Branch (TRB) fees authorized to be paid, Staffing for Ministry of Education forms, outside billing for Teacher-On-Call costs).

In addition, the Payroll Assistant is responsible for reporting and remitting source deductions, benefit premiums, union dues, RRSP and pension contributions, and other Association or TRB dues. The Payroll Assistant is also responsible for the monthly reconciliation of all payroll and benefits general ledger accounts.

The job involves maintaining confidentiality in all matters to the School District and current, proficient knowledge of specialized payroll policy knowledge, Collective Agreements, District Policies, Government Legislation, Pension Acts, and Payroll procedures.

SPECIFIC ACCOUNTABILITIES:

Reviewing and verifying payroll documentation such as changes to compensation, allowances, bank deposit information, deductions, etc. This involves communicating with Human Resources and other payroll staff and entering corrections or changes as required;
Reconciling all incoming payroll documentation for required changes and input this into the payroll system and preparing all appropriate payroll entries in a timely manner;
Verifying manual timesheets, using collective agreements and other resources to determine eligibility for premiums, such as overtime, or afternoon shift premiums or pay differentials;
Processing semi-monthly or bi-weekly pay and related reports while dealing with day-to-day requests and interruptions from other Payroll staff, employees, Human Resources and Finance;
Reconciling employee overpayments or underpayments; this includes professionalism when communicating to the Payroll Manager and affected employee; implementing the negotiated repayment plan or preparing a manual cheque/special pay for the underpayment;
Calculating and paying maternity leave or compassionate care SEB top-up payments;
Interfacing the Absence Management System into the payroll system and running reports to ensure accuracy; this involves working with the Occupational Health & Safety Assistant, Compensation & Benefits Assistants, HR Dispatchers I and II on all discrepancies;
Preparing reports and payment for third party remittances, such as CRA, Pension, RRSP, Union Dues and other Association dues;
Preparing Records of Employment when interruption of earnings occur, including the mass layoffs done during various school breaks throughout the year;
Reconciling monthly payroll and benefit general ledger accounts promptly, and communicating to Human Resources or Finance to help to resolve any discrepancies;
Completing and submitting EI audit reports as required;
Performing consistent payroll practice and updating payroll documentation when district policy, technology and/or legislation changes;
Maintaining and managing payroll components such as the Summer Saving Program Account, Deferred Leave Program, sick banks, vacation banks, employee expense claim forms, overtime banks, teacher pay increments;
Supporting employees by responding to inquiries in a professional and timely manner, maintaining confidentiality, and using best consistent practice; communicating with the Payroll Manager if incorrect remuneration has occurred, and determining the best course of action in order to achieve employee satisfaction;
Performing year end duties in order to provide required documentation including: PIER reports, Pension reports, Pension adjustments, T4’s and Summary, T4A’s and Summary;
Participating in staff meetings as requested and performing any other duties as may be assigned by the Payroll Manager.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES:

Successful candidates must have Grade 12 and two years of post-secondary education (ie. Payroll Compliance Practitioner’s designation). Three current years of payroll experience working for a large complex unionized environment is also required. Incumbents must also have the following:

Considerable working knowledge of payroll practice and procedures, in a large organization with unionized payroll;
Current working knowledge of relevant District Procedures and Administrative Policies, including the Freedom of Information and Personal Protection Act (FOIPPA);
Considerable working knowledge of Microsoft Office 2010 programs (Excel, Word, Outlook), Internet and Internet based programs;
Considerable working knowledge of managing spreadsheets and databases and the ability to work with multiple applications at the same time;
Ability to interpret both Support Staff and Teacher Collective Agreements;
Proven interpersonal skills and the ability to serve the School District’s employees in a supportive role, professionally representing the Payroll Department;
Proven ability to understand cultural diversity and communicate effectively when language barriers are present;
Experience working with confidential information and the ability to make sound decisions in accordance with established policies and procedures;
Ability to analyze and select appropriate course of action within the limits of established policies and procedures;
Proven ability to work independently and to meet tight deadlines;
Proven ability to provide highly accurate data entry with attention to detail;
Proven ability to establish and maintain effective working relationships and working collaboratively in a team environment at all times;
Working knowledge of basic accounting and reconciliation principles;
Ability to be flexible and adaptable.

Salary and benefits in keeping with the Support Staff Collective Agreement between the Teamsters Local Union No. 31 and the Board of Education of School District No. 34 (Abbotsford).