Payroll Specialist Job at Douglas College
Work Arrangements
This regular full-time (35 hours per week) position is available starting December 12, 2022. Regular hours of work are Monday to Friday, 8:30 am – 4:30 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered, subject to the terms of the College’s Work From Home Policy.
What Douglas Offers
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.
The Role
Reporting to the Manager, Payroll Services and Systems, the Payroll Specialist is responsible for ensuring accurate and timely processing of full-cycle payrolls and related reports within a highly technical HR/Payroll system. The Payroll Specialist oversees all facets of payroll processing, statutory remittances, benefit premium calculations, pension remittances, and year-end reporting while establishing priorities within strict mandated and multiple timelines.
Responsibilities
1. Analyzes and verifies documentation submitted for payment of employees while adhering to strict timelines and ensuring compliance with legislated regulations, College policies and collective agreements. Detects, investigates, and resolves any errors/discrepancies in accordance with established payroll standards and collective agreements and advises both HR and Payroll managers of necessary modifications.
a) Assesses payroll change documentation received from HR for accuracy, completeness and compliance;
b) Reviews Banner records for accuracy and completeness;
c) Reviews time sheets, honoraria, contracts and other authorizations to hire for accuracy, compliance and completeness;
d) Communicates in writing and verbally with employees regarding incomplete paperwork or non-compliance of established payroll practices or College policies;
e) Provides in-depth training, advises and provides guidance to employees and managers in correct completion of documentation required to ensure timely payment to employees and adherence to collective agreements;
f) Communicates with employees, and other external stakeholders on sensitive and confidential issues;
g) Safeguards highly restricted payroll information while exercising discretion in handling this and other sensitive and confidential information, in accordance with The Freedom of Information and Protection of Privacy Act;
h) Interprets and implements any changes in government legislation, employment law, Municipal and College Pension, account coding or practices;
i) Collaborates with HR and other departments when investigating or responding to queries regarding payroll;
2. Calculates, processes, validates and generates payments to employees.
a) Verifies and enters initial benefits, pension and tax setup for new employees as well as any adjustments and changes for active and terminating employees;
b) Analyzes audit, error, and balancing reports from Banner and makes adjustments/corrections as needed through consultation with HR;
c) Monitors web timesheets and ensures successful interface with Banner. Generates payroll register through multi-step payroll process;
d) Calculates, validates, deducts and remits statutory deductions, union dues, pension, benefit premiums and other payroll withholdings, to ensure adherence to legislative compliance requirements to avoid substantial penalties for the College;
e) Develops and maintains spreadsheets containing complex pay calculations such as maternity/parental leave top-up, pay and benefit adjustments, workload changes;
f) Creates, maintains and reviews spreadsheets, reports and journal entries to ensure increments and adjustments have been calculated and processed correctly and that the payroll register is in balance and ensures the accuracy of pension reports and T4’s at year end;
g) Creates, maintains and balances spreadsheets for the College and Municipal pension plans and completes various reports and forms as required by Pension Corporation;
h) Investigates and responds to Pension Corporation queries through on-line message board;
Monitors employees not currently enrolled in the Pension Plan to ensure timely enrollment;
i) Prepares and issues Records of Employment as required in accordance with Service Canada regulations;
j) Communicates both orally and written to employees on leave, and calculates and provides employee benefit cost information and arranges repayment of same;
k) Calculates and pays special payments upon termination. Must reference CRA for guidelines;
l) Maintains and validates the Banner employee leave balance information form for banked overtime and vacation, and calculates and processes adjustments as required.
3. Provides professional payroll knowledge to administrators, supervisors, employees, internal and external stakeholders.
a) Advises employees and supervisors regarding payroll best practices and application of collective agreements with respect to employee pay, deductions and entitlements;
b) Maintains knowledge of and applies the Collective Agreements in relation to payroll issues and recognizes exceptions and anomalies and when to defer to HR for further clarification;
c) Maintains skills and knowledge by staying up-to-date with changing provincial and federal payroll legislation;
d) On-going testing of Banner upgrades, including year-end changes
e) Identifies and participates in providing technical suggestions for streamlining and/or automating payroll procedures;
f) Identifies, recommends and participates in planning with HR for the implementation of process changes to sustain and increase efficiencies and effectiveness of the current payroll standards;
g) Communicates with and provides information and specified reports to outside agencies such as Canada Revenue Agency, Pension Corporation, WorkSafeBC, Service Canada, and external auditors;
h) Collaborates with HR to create new Banner procedures and guidelines;
i) Provides training and step-by-step guidance for all employee groups for online Employee Self Service, Web Timesheets, T4 statements, and assist in understanding their pay statements and any other payroll information that employees may require;
j) Represents the Payroll department by delivering orientation material to new employees each semester at the New Employee Welcome Event
4.
Performs other related duties.
a) Safeguards and exercises discretion in the confidentiality of payroll data and records. Maintains and secures confidential payroll files, reports, cheques and other sensitive financial documentation;
b) Coordinates the transfer and destruction of payroll files to and from an off-site facility;
c) Provides training and guidance to other payroll staff, College employees and administrators;
d) Participates on payroll project team, testing new pay codes, Web Timesheet development and Banner upgrades;
e) Performs other related duties as assigned.
To Be Successful in this Role You Will Need
- Completion of Payroll Compliance Practitioner (PCP) certificate through the Canadian Payroll Association and the completion of an accounting/business program at a post-secondary institution or the equivalent combination of education and experience. Must be an active member of the Canadian Payroll Association and maintain accreditation.
- Three years of considerable progressive experience working in a high volume, complex, multi-union, computerized payroll environment.
- In depth knowledge and understanding of workplace legislation affecting employee payroll including:
- Federal and provincial taxation
- Canada Labour Code
- Provincial employment standards
- Provincial Pension Benefits Standards Act
- Workers Compensation Act
- Employment insurance
- Garnishments and other third party agencies
- Freedom of Information & Protection of Privacy Act
- Excellent analytical, organizational, multi-tasking and time management skills and be able to work under extreme time pressure, and meet strict deadlines
- The ability to work independently with minimal supervision and able to apply sound judgment drawn from prior experiences, to recognize, analyze, and resolve issues or discrepancies.
- The ability to perform complex payroll calculations with speed and accuracy and the ability to communicate this information to non-subject matter experts.
- As subject matter experts, must be able to provide training and support to employees and supervisors on payroll processes.
- The ability to collaborate with other departments to ensure accurate processing of employee’s remuneration and benefit coverage as well as to develop procedures.
- In depth knowledge and understanding of benefits administered through different carriers, including calculating, remitting and reporting premiums to carriers.
- Considerable experience using Excel, including use of pivot tables, and lookup functions; working knowledge of Word, including merging documents.
- Proficiency in use of Banner or other ERP and reporting software. Must have sound knowledge and understanding of accounting systems and their interaction with payroll systems.
- The ability to maintain sustained attention to detail in preparing, recording and checking payroll transactions.
- Proven ability to safeguard payroll documentation and maintain confidentiality with respect to payroll information when communicating with internal and external stakeholders.
- Good working knowledge of the English language (written and verbal).
- The ability to write documentation to ensure compliance and consistent standards of practice.
- Demonstrated ability to communicate respectfully in person, in writing or on the telephone with all College employees and external stakeholders.
- The ability to establish and maintain effective working relationships with all College employees and external stakeholders.
- The ability to adapt and remain flexible in an ever-changing environment.
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