Payroll Support Specialist

Job Summary

This position provides strong customer service and payroll expertise to the Okanagan campus community. This role contributes to the Okanagan Payroll team by providing support and problem resolution while ensuring that customer service levels are met at all times.

Organizational Status
Reports to the Payroll Lead and interacts directly with the Vancouver Payroll Team, Integrated Service Centre (ISC), UBCO Human Resources, Finance Operations and Strategies stakeholders, and other UBCO client units

Work Performed

Provides payroll services for the Okanagan campus:

- Administers payroll and manages individual work schedule to meet priorities and deadlines.

- Acts as the front-line liaison for various staff on campus to solve technical problems, missing reports, status of transactions, etc. Liaises with members of the Okanagan Human Resources team to resolve issues in a timely manner.

- Provides support for the Payroll and Benefits module, policies and process inquiries; including troubleshooting and resolving ServiceNow tickets and Workday Notifications.

- Escalates highly complex issues to Payroll Lead.

- Liaises with the Leave of Absence Desk regarding Okanagan staff and faculty leaves.

- Analyzes incidents and provides recommendations for business process and system improvements to reduce payroll user problems and to improve data.

- Provide recommendations for efficiency gains in existing processes and works with members of the community to implement changes.

- Contributes to business process documentation and maintains standard operating procedures of all Workday payroll processes.

- Distributes output such as reports, etc. to appropriate recipients; maintains accuracy of distributions lists for confidential reporting distribution in adherence with current Privacy Laws

- Ensures correctness of payroll data for production of tax forms (T4A and T4A’s) as part of the calendar year-end requirements

- Provides communication to appropriate groups, advising of critical dates reflecting system events, down-time, cut-off dates and scheduled deadlines to ensure accurate processing of information

- Processes payroll related journal entries on behalf of departmental financial staff, researchers, and research finance.

- Supports development of payroll related training for campus events. Provides information about payroll and benefits at informal sessions across campus.

- Liaises with members of the Okanagan Human Resources team to resolve issues in a timely manner.

- Carries out other related duties and assignments as directed.

Other Requirements

- May be required to work certain evenings, weekends and holidays due to strict deadlines and process restrictions.

Consequence of Error/Judgement

The position is responsible for ensuring maximum accuracy, efficiency and reliability of input and output data for Workday Payroll Module. Loss of data, scheduling errors, and missed cut-offs will result in incomplete or incorrect employee payments, potential under or over remitted taxes, inaccurate financial and budget reporting, some of which may result in UBC being subject to grievances, penalties or fines. It may also cause departments to make incorrect assumptions regarding their financial status, internally and externally, as well as affect budgets.

Employees not being paid or being paid late resulting in loss of employee loyalty, grievances, and ultimately employee turnover with the University.

Supervision Received
Reporting to the Payroll Lead, the Payroll Support Specialist works in collaboration with the UBC Vancouver Payroll team, the Financial Operations Customer Support Centre (CSC0, and the Okanagan Human Resource team.

Supervision Given
Adopts a coaching and mentoring approach within the Okanagan team to foster a cooperative and respectful working environment.

Minimum Qualifications

- High school graduation, plus a two-year post-secondary diploma in accounting, finance or business, over four years of related experience, or an equivalent combination of education and related experience.

- Payroll Compliance Professional (PCP) certification required.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Payroll Leadership Professional (PLP) certification preferred.

Aptitude for understanding of accounting, finance and business functions required.

Expertise with computers and the ability to understand Workday systems, complex material such as training manuals and business process documents.

Demonstrated organizational skills, attention to detail, and ability to multi-task and prioritize work.

Ability to solve complex problems and recommend solutions, take initiative and work under pressure of deadlines.

Ability to work independently with minimal supervision and within a team environment. Demonstrated reading, comprehension, and communication skills (oral & written) and interpersonal skills, including a solution focused attitude coupled with a focus on delivering a high level of customer service to all stakeholders.

Ability to work as a team player as well as an individual contributor.

Proven ability to adapt and to work effectively in a dynamic and rapidly evolving environment.

May be required to work certain evenings, weekends and holidays due to strict deadlines and process restrictions.