Payroll Assistant

(Formerly: Payroll Clerk I)

 NATURE AND SCOPE OF WORK

The Payroll Assistant performs a variety of duties which ensure employees are paid correctly and on time, payroll costs are appropriately accounted for and employees are promptly enrolled and maintained in applicable benefits and pension plans.

The work involves the utilization of software applications to check and process a large volume of data to meet inflexible deadlines, applying numerous pay deduction variables and checking reports to confirm accuracy.

Payroll Assistants respond to a wide variety of pay-related queries regarding gross pay determination, statutory deductions, benefits, enrollment, seniority data, earnings, time-loss and similar matters from employees, managers, government departments, benefit carriers, etc.

Independent judgement is exercised within defined parameters.

A Payroll Assistant reports to a Senior Payroll Assistant and Management.

TYPICAL RESPONSIBILITIES

Records new employees on the payroll system, maintains currency of data and closes on termination. Determines and maintains seniority, pay scale placements and increments.

Determines benefit plan enrollments, extensions for leaves and cancellations. Implements with carriers. Calculates and reports pensionable and contributory service. Calculates and collects benefit funds due from employees on leave.

Determines gross pay based on attendance/absence records, pay premium events, leaves and entitlements. Coordinates Workers' Compensation recoveries with WCB and applies to pay determination. Maintains and pays entitlements to sick leave, vacation and banked overtime.

Activates, prorates, adjusts and cancels deductions for statutory and employee-directed deductions and for legal attachments to wages. Determines taxable benefits and applies to the computation of statutory deductions.

Applies accounting and classification conventions to payroll transactions, recoveries and reinstatements.

Reviews computer output to ensure the accuracy of payroll processing.

Calculates, manually, net pay due for special disbursements.

Communicates with managers and employees to obtain and clarify information. Responds to queries from individual employees in relation to the facts of their gross pay determination, deductions made, benefits enrollment status and balances of pay entitlements. Researches and responds to Superannuation enquiries.

Assists payroll software users in schools and departments by telephone help service and training presentations. Tests payroll software and assists in systems development.

Determines wage losses in relation to a range of benefit plans and legal claims and researches complex enquiries related thereto. Applies funds recovered.

Reports payroll information to satisfy legislative and contractual requirements. Analyses payroll data for management reports.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, SKILLS AND ABILITIES

Ability to identify, analyse and recommend solutions to payroll and benefit problems.

Knowledge of methods, practices, principles, procedures and controls involved in the production of payrolls and the enrollment, maintenance and discontinuance of benefit coverage.

Ability to apply pay and deduction aspects of applicable legislation, agreements, benefit contracts, pension plans, policies, regulations and administrative practices.

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

Ability to address a high volume of information within strict, inflexible time limitations and requirements to maintain comprehensive standards.

Ability to quickly recognize discrepancies in pay records.

Ability to communicate in oral and written English utilizing the terminology of business English, payroll and benefits.

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

Ability to proficiently utilize a computer keyboard, numeric keypad and standard office equipment.

Ability to utilize networked personal computers and applications software related to the work.

Ability to assist others in the use of payroll software.

TRAINING AND EXPERIENCE

Completion of grade 12 plus courses in accounting, or business administration (accounting major), and software utilization from a post-secondary institute recognized by the district.

Two years' recent experience as a full-time payroll technician in a large organization with collective agreements, multiple employee benefit plans and an interactive in-house computer processing system or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

Canadian Payroll Association Level I Certificate, or equivalent.