Payroll and HRIS Administrator

7 Creswell Dr, Trenton, ON K8V 6S7, Canada

Job Description

Posted Tuesday, May 21, 2024 at 4 : 00 a.m. Expires Monday, June 3, 2024 at 3 : 59 a.m.

The City of Quinte West is situated on the shores of the beautiful Bay of Quinte.We are located directly along the Highway 401 corridor approximately 1.

5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560 people make Quinte West home.Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family.

Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call home .

Position :

Payroll and HRIS Administrator

Department : Division :

Division : Payroll

Payroll

Reports to :

Manager of Financial Services / Deputy Treasurer

This department is responsible for providing administrative support services, as needed, to Council and to all City departments .

The Department carries out the statutory duties for the City’s Treasurer and is responsible for the taxation and providing financial support service responsibilities for the City and providing advice on fiscal, financial, accounting, purchasing, risk management, payroll and asset management matters to the Chief Administrative Officer (CAO) and Council on all statutory, operations and custodial matters affecting the finances of the City.

Payroll

The Payroll division is responsible for providing full cycle pay for all City staff, administering the benefits, pension and HRIS software.

Purpose and Scope :

Reporting to the Manager of Financial Services / Deputy Treasurer , the Payroll and HRIS Administrator is responsible for the administration of the City’s Human Resources Information Systems (HRIS) platform (Dayforce), benefits and pension plans and the administration of the payroll function for all City of Quinte West staff, and council.

Matters of a confidential nature shall be treated with due regard for the best interests of the Municipality and its staff.

Duties and Responsibilities :

Payroll

Process full-cycle payroll for union and non-union employees ensuring the salary / hourly rates, hours, GL account allocations and deductions are correct for each employee and all employees are paid on time.

Employees for each department including, but not limited to, City, Water & Wastewater fire,volunteer fire, library, elected officials and the Downtown Business Improvement Area (DBIA).

• Ensure that payroll is processed in compliance with all relevant legislation, City policies, and union contracts
• Update annual and retroactive job rate, pay codes, pay changes, and other changes that affect payroll with the use of advanced spreadsheets and tools that may include importing and exporting data files.
• Review and analyze payroll variances using system reports and documenting all checks and balances before approving payroll for submission.
• Review and prepare all payroll deductions remittance of union, local, federal and provincial payroll and benefit costs such as Receiver General, Workplace Safety Insurance Board (WSIB), Employer’s Health Tax (EHT), Pensions, Family Support, Garnishees, etc.
• Prepare and submit Records of Employment (ROE) for employee absences and terminations when required.
• Receive and respond to inquiries relating to payroll and any payroll or benefits deductions.
• Complete year end reconciliation and filing of annual reports such as Revenue Canada, OMERS, Employer’s Health Tax, Workplace Safety Insurance Board and Financial Information Returns.
• Assist the Manager of Finance / Deputy Treasurer with developing policies and procedures manuals for all aspects of payroll management.
• Completing new hire processes such as ensuring all necessary payroll and benefit documentation is completed, and provide information to employees on relevant benefits and payroll information.
• Be involved in the preparation of all annual department budgets.
• Be involved in preparing recommendations for changes to future employee contracts and benefit plans for consideration by the Director of Human Resources.
• Assist in ensuring employer / employee relations are not jeopardized as a direct consequence of information disclosure.

For example, access to confidential salary or negotiated payouts, special circumstance arrangements and other personal information, leaves, short term disability, long term disability, suspensions, awards, etc.

• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act , other applicable legislation, best practices, City policies and procedures where applicable.

System Administration

Administers HRIS / payroll system software and ensures all workflows are in working order. Implements and test changes to the system.

Including but not limited to :

• Pay Policies and Entitlements
• New Earnings & Deductions
• Clock Devices, Mobile Application and Web Clock
• Organization set up
• Workflow Administration
• Report Administration, scheduling, and creation
• Security
• Deployment of additional modules (e.g., Benefits, Compensation)
• Provide technical support to resolve application and Dayforce software issues.
• Administer a test’ environment and monitor all draft changes to ensure system integrity before implementation
• Propose and suggest changes to user rights and security settings to be authorized by the Manager of Finance / Deputy Treasurer.
• Work with users, management and supervisors to ensure that workflows using HRIS software are evaluated and implemented in order to increase operating efficiency within the City.
• Monitor digitized employee changes by maintaining employment documents within the system.
• Provide customer support & training to employees on payroll system.
• Pursue opportunities to create efficiency utilizing the system, provide assistance in implementing upgrades or new modules and Application Programming Interfaces (API) integrations in order to increase efficiency of data sharing between City systems.
• Maintaining and evaluating the security of HRIS data and information.
• Create ad hoc reports that are not available in the Dayforce report marketplace or Reporting and Analytics when required.
• Advocate for and participate in continuous improvements, identify possible trends, risks and business improvements.
• Be responsible for the day to day administration of the group disability, medical and dental insurance, and other City’s benefits for all employees.

This includes monthly reconciliation of invoices and payments, employee additions and changes to benefit coverage and handling employee benefit inquiries.

• Provides input for negotiations of new and existing benefit coverage and pricing.
• Administer the OMERS Pension Plan - enrollment, leave, termination, and monthly remittance reporting.
• Reconcile pension deductions, identify leave types, prepare necessary documentation in accordance with OMERS requirements.
• Assists employees with records related to OMERS pension plan and acts as an information resource to employees with regards to pension inquiries.

The position will provide :

Customer Service

Recognizing and understanding customers’ needs and delivering in a manner that meets customers’ reasonable expectations.

Teamwork and Collaboration

• Effectively work and collaborate with others toward a common goal.
• Build and maintain cooperative work relationships with others.
• Complete tasks for group projects in a timely and responsible manner and directly contribute to reaching the group goal.
• Align with the strategic directions and departmental plans.

Planning and Organizing

• Effectively organize and plan work according to organizational needs by defining objectives and anticipating needs and priorities.
• Effectively handle multiple demands and competing deadlines.
• Identify goals, develop plans, estimate time frames and monitor progress.

Delivering Results

• Maintains a high level of commitment to get things done, is dependable and responsible.
• Takes responsibility for achieving outcomes and works effectively with little direction.

Problem Solving

• Solve challenging problems through careful and systematic evaluation of information, possible alternatives and consequences.
• Generate good solutions to difficult problems, considering many sources of information, systematically process and evaluate information against possible courses of action, and carefully deliberate before a final decision is made.

Note : Above duties are representative of a typical position and are not to be construed as all-inclusive.

Contacts :

The position will have direct contact with :

Internal :

Director of Human Resources, Human Resources Business Partner’s, Manager of Financial Services, Directors, Managers, Supervisor and all City staff.

External :

Benefits providers, pension providers, payroll service providers, Federal and Provincial Agencies and Municipal Auditors .

Education / Specialized Training / Skills :

The position will require

• A minimum of a three (3) year Community College Diploma in Accounting, Business Administration or a related field.
• Two (2) years of recent and relevant computerized (HRIS) payroll process experience
• National Payroll Instutitute (PCP) or the equivalent experience in payroll administration.
• Strong understanding of Human Resources Information Systems (HRIS) and payroll software applications including system configuration, setup, integration and maintenance.
• Thorough knowledge and understanding of various legislation pertaining to payroll and benefits administration including, but not limited to, Employment Standards Act (ESA), Freedom of Information and Protection of Privacy Act (FIPPA), Revenue Canada Payroll Deductions, Family Support Act, etc.
• Effective communication skills, both verbal and written.
• Must be willing to attend payroll and benefits related seminars and other training courses required to meet ongoing job responsibilities.
• Required to obtain and maintain a satisfactory criminal record check.
• A highly developed sense of professionalism, tact and diplomacy.
• Must demonstrate respect for confidential and sensitive issues.
• Demonstrated telephone and public relations skills.
• Demonstrated ethical behaviour and business practices.
• Ability to research, analyze and formulate solutions.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong and effective analytical, strategic, critical thinking and problem solving abilities.

Nice to have :

Although not required, the following would be considered an asset to the position.

• National Payroll Institute Payroll Leadership Professional (PLP).
• Certified Employee Benefits Specialist Certificate (CEBS) or equivalent experience in benefits administration.
• Knowledge and experience with Ceridian Dayforce.
• Experience with and understanding of both union and non-union work environments, benefit and OMERS pension plans.
• A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
• The ability to communicate in both English and French.

Work Experience :

A minimum of three (3) years of experience in payroll and benefits administration.

Nice to have :

Although not required, the following would be considered an asset to the position.

Decision Making :

Decisions pertain to payroll and benefits administration and decisions regarding requests / inquiries. Errors or lack of action could have a negative financial and operational effect.

Supervision :

The position has no direct supervisory responsibility but does play a role in the training and guidance of staff when required related to employees, managers and executive assistants in the use and implementation of payroll processes, specifically using Dayforce.

Work in an office environment on a regular basis.

What we offer you :

• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program subject to applicable policies and approvals, which includes :
• Hybrid work model for eligible positions
• Flexible start time for eligible positions
• Compressed biweekly work schedule for eligible positions

Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

We thank all applicants who apply but advise that only those selected for an interview will be contacted.The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments.

We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process.

Please contact the Human Resources Department at 613-392-2841 ext. 1106 [email protected] ensure your accessibility needs are accommodated throughout this process.

Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position.

7 Creswell Dr, Trenton, ON K8V 6S7, Canada

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