Senior Payroll Assistant

(Formerly: Payroll Clerk II)

NATURE AND SCOPE OF WORK

A Senior Payroll Assistant acts in a leadership capacity by planning, organizing, directing, monitoring and supervising the work of a team of employees in the Payroll Department and actively participates in the work to 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 of an employee in this classification is distinguished from that of Payroll Assistant by the responsibility for supervision of a distinct work unit within the Payroll Department and the level of knowledge required.

Work is performed under minimal supervision and considerable independence of judgement and action is required in the discharge of the position's duties, although unusual problems may be referred to management.

The work involves training and developing staff, providing expert knowledge of past practices related to the section's payrolls, resolving complex problems and difficult situations, establishing consistent work methodologies, assigning work, scheduling staff, monitoring staff performance, ensuring the quality of work, authorizing cheque requisitions and payroll adjustments, performing tasks described in the Payroll Technician class specification, applying a substantive body of knowledge, utilizing diverse software applications, achieving accuracy in complex work, meeting deadlines, communicating complex information and exercising considerable independent action and judgement within defined parameters. An employee in this classification communicates the application of legislation and Board policies to staff throughout the District.

A Senior Payroll Assistant reports to Management.

TYPICAL RESPONSIBILITIES

Provides expert knowledge of past practices related to the section's payrolls in order to address complex and unusual issues.

Supervises an assigned unit providing payroll services: assigns, checks and schedules work; ensures deadlines, accuracy, quality and service standards are maintained; defines priorities; communicates expectations; trains staff and participates, as needed, in the work of junior team members.

Contributes to departmental development through participation in reviews of operations, development of goals and objectives and implementation of operating initiatives. Recommends changes to improve quality, efficiency, service satisfaction and cycle time.

Establishes methodologies for consistent work within the work unit and maintains required Procedures Manual.

Schedules production cycles applicable to the unit's operations.

Monitors operations to ensure adherence to internal controls and achievement of quality, service standards and deadlines; and acts to correct concerns.

Authorizes cheque requisitions, payroll adjustments and, in emergencies, overtime for staff within the unit.

Communicates with other units, staff, users and external parties to resolve complex and unusual issues.

Analyses complex and sensitive payroll matters to determine adjustments and actions. Assists management to address major payroll issues.

Develops systems, tests payroll software and troubleshoots routine computer problems.

Performs tasks described in the Payroll Technician class specification.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge, abilities and skills as described in the Payroll Assistant class specification to the level of masterful proficiency.

Knowledge of past practices related to the section's payrolls including capability to address the most complex and unusual issues.

Skill in staff supervision, including the ability to train, direct, assist, schedule, monitor and evaluate and report on the quality and quantity of subordinate's work.

Skill in identifying methods to improve service satisfaction, quality, efficiency and cycle time performance.

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

Ability to test complex payroll software and participate in systems development at an advanced level.

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

Knowledge of pay related aspects of applicable agreements, legislation, policies, regulations, administrative practices, and the enrollment and deduction provisions of benefit and pension plans.

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

Ability to utilize, at an advanced level, networked personal computers and applications software for operating systems, word processing, database and spreadsheets, and mainframe multi-user computer applications related to the work, and to trouble-shoot routine problems.

Ability to organize, prioritize and schedule diverse tasks to ensure the orderly, accurate completion of work in accordance with competing deadlines and requirements.

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

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

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

TRAINING AND EXPERIENCE

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

Three years' recent experience as a full-time Payroll Assistant in a large organization dealing with collective agreements, multiple employee benefit plans and an interactive in-house computer processing system; with at least two years of that experience in the district as a Payroll Technician in the section or an equivalent combination of training and experience.

 LICENCES, CERTIFICATES AND REGISTRATIONS

 Canadian Payroll Association Level II Certificate, or equivalent.