District Office Clerk - Payroll

(Formerly: Clerk-Typist II)

NATURE AND SCOPE OF WORK

A District Office Clerk (Payroll) performs routine payroll work, coordinates benefits plan service and provides resource services to payroll technical and management staff.

The work includes answering routine payroll enquiries; administering employee benefits transactions; obtaining, reviewing, classifying and processing leaves; distributing incoming and outgoing documents; classifying, filing, microfilming and storing records; and switchboard/reception functions. Independent decision-making occurs within defined parameters.

The District Officer Clerk (Payroll) reports to a senior technician and Management.

TYPICAL RESPONSIBILITIES

Coordinates benefit plan service involving multiple carriers and policies, including checking for accurate completion of benefit forms, communicating with employees, benefit carriers and other departments, enrolling, amending and cancelling employee coverage with benefit carriers, identifying and initiating enrollment corrections, maintaining benefit documents, verifying benefit deduction amounts and continuity of benefit status, and forwarding benefit cards to employees.

Prepares Superannuation reports from selected reportable events.

 Process leaves of absences (LOA), including classifying LOA’s based on collective agreement and costing requirements, entering data, producing and reviewing computer-generated reports, and liaising with other departments. 

 Responds to enquiries from employees in relation to basic payroll information.

Enters data to meet deadlines for payroll processing.

Verifies data changes made by payroll technicians.

Maintains records including: compilation of documentation pursuant to the district's Records Classification System; handles and documents large volumes for archiving at the Records Centre or for microfilming. Reviews microfilms for quality of reproduction before related paper copies are destroyed.

Verifies manual cheques as to accuracy and coordinates couriers to ensure payment by deadlines.

Provides general office services including: reception, switchboard, document distribution, filing, ordering office supplies, training, maintaining and arranging the use and repair of office equipment, word processing, and secretarial support.

Compiles analytical reports under the direction of senior personnel.

Coordinates junior staff tasks, participating in the work as needed.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of and ability to accomplish tasks on personal and networked computer systems used in the Payroll Department for benefits and payroll administration, word processing and related functions.

Knowledge of the basic methods, practices, principles and controls involved in the production of payrolls and the enrollment, maintenance and discontinuance of benefits.

Knowledge of accounting as it relates to payroll and payroll data classification.

Interpersonal, communication, customer service and teamwork skills to deal with employees at all levels and with outside agencies.

Knowledge of business English and demonstrated ability in verbal and written communication skills, including grammar, spelling, punctuation and the terminology of payroll and benefits.

Ability to apply district and department policies, regulations and practices which govern activities.

Ability to apply the District's Records Classification System.

Ability to lift and handle boxes of records.

Ability to self-organize, prioritize and coordinate tasks with team members.

Ability to meet immovable deadlines while maintaining accuracy on large volumes of work.

Ability to provide procedural advice and guidance to clerical personnel.

Ability to solve problems related to the work.

Ability to operate general office equipment including calculators, adding machines, fax machines, photocopiers, typewriters, etc.

Ability to operate a computer keyboard; and a numeric keypad.

TRAINING AND EXPERIENCE

Completion of grade 12, plus additional post secondary courses in Office Practices, Basic Accounting, Computers and Keyboarding.

One year experience in a similar computerized office environment, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None