Position Title: PAYROLL AND BENEFITS SPECIALIST
Union Group: Office Clerical and Technical
Wage Group: 12
Reports To: Payroll Manager
Job Summary:
Under the direction of the Payroll Manager, the position is responsible for processing payroll for over 10K employees, prepare and validate employee payrolls and benefits (for Teaching and Educational Services Staff), prepare and analyze payroll and benefits related reports, provide service to employees, and respond to and follow up on any payroll or benefits concerns.
Major Duties:
1. Prepare and process payroll for union and non-unionized employees.
- Prepare and process payroll in accordance with required legislation, board policy, system requirements and collective agreements
- Verify and process electronic and manual timesheets accurately. Import of exception timesheet for EI rebates.
- Audit and process unpaid days, determining pensionable earnings for report to Teachers Pension
- Ensure pay deductions for Short Term Sick Leave are correct. Monitor all employee absence banks using sick leave to avoid overpayments.
- Verify and process all changes for new and existing employees on banking, tax information, statutory deductions, non-statutory deductions, SIN, work permits, and etc.)
- Process and verify change notices and information from Human Resource Services as it relates to terminations, salary changes, sick time, WSIB for all employees.
- Work collaborative with Human Resource Services and Information and Technology Services to identify incorrect information
- Input and verify all necessary employee deductions such as union dues, federation feeds, levies, garnishments, and voluntary deductions such as RRSP, United Way, Credit Unions, Ontario Principal Council etc.
- Accurately calculate and make pay adjustments for late leaves of absence
- Ensure manual cheques are updated and year to date figures are accurate
- Investigate any returned items from the bank so that funds can be re-processed
- Calculate, notify and communicate with employee to recover any overpayments
- Calculate statutory holiday entitlements for late time sheets, vacation pay on an annual basis and per pay as required
- Process, calculate and maintain pre-paid leaves for teaching staff
- Verify difference in salary based on category changes and experience for teachers
- Import and process vacation earnings and adjust pension contributions as required.
- Review, prepare and distribution of validation reports
2. Payroll Public Relations and Communications
- Receive and respond to highly sensitive information regarding employee inquiries through telephone, email, fax, Canada Post and in person
- Occasionally deal with volatile situations
- Communicate with external agencies, such as Service Canada for Records of Employment (Inquiries and audits) and the administration of garnishments from various Government agencies
- Coordinate with Human Resources to provide information to Workers’ Compensation Board, Law firms and Insurance companies for any claims submitted
3. Processing of Records of Employments, Garnishments, WSIB and Insurance Claims. Complete Service Canada audits, process grievance pay-outs and Supplementary Employment Benefits (SEB).
- Process records of employment through Service Canada for unpaid leaves of absences, resignations/terminations, retirements, layoffs etc.
- Process garnishments in accordance with government regulations, verify payments are set up, recurring and in full
- Calculate and provide wage information as required by Human Resource Services, WSIB, Insurance Companies in accordance with privacy legislation
- Prepare audits received from Service Canada
- Input and verify grievance pay-outs and SEB payments
4. Benefits Administration for union and non-unionized employees
- Maintain knowledge of benefits clauses in all collective agreements and the details of coverage in the master policy with Manulife
- Check and verify change notices and information from Employee Relations/Services
- Calculate benefits premiums on all salary changes and process the changes and adjustments to payroll deductions
- Calculate the required deductions and notify employees retiring or commencing an unpaid leave of absence of payments required for continuation of benefits.
- Review and analyze LTD contribution summary report.Record discrepancies and provide reconciliation to Accounting Manager.
- Calculate refunds required for LTD premiums for employees approved for retroactive LTD benefits
- Provide salary, life insurance and medi-dent data to HR Services
- Notify employees of payment returned from the bank and arrange to collect monies owing and applicable service charges or cancel LTD benefits
- Track outstanding NSF payment from returned cheques
- Provide proper General Ledger Accounts when payment is replaced to be forwarded to Accounting
- Update coordination of benefits and dependent information on an ongoing basis
- Respond to inquiries from employees, benefit administrators and insurance service provider
- Provide taxable benefit figures for employees on leave regarding OMERS
5. Calculating and Reporting - Ontario Municipal Employees Retirement System (OMERS), Teachers Information Management System (TIM)
- Calculate pension contributions due to late notice of eligibility and recover arrears
- Calculate and complete forms for Human Resource Services for employees to report credited service and contributory earnings for employees on leaves or disability
- Input all leaves and leave extensions both short term and long term on the Teachers information Management System (TIM)
- Ensure all leaves are entered accurately on TIM to ensure Teachers Pension Plan (TPP) eligibility
- Confirm return work dates with employees and Human Resource Services
- Respond in a timely manner to issues or questions related to TIM
- Provide and confirm information requested by TPP via TIM as requested.
- Create requisitions for manual cheques for Accounting as required
6. Perform administrative duties as required
- shredding, filing, retrieval of archived documents when required
7. Perform other duties assigned by Payroll Manager
Equipment Used:
Computer, printer, calculator, photocopier, fax machine, telephone, calculator, date stamper, paper cutter
Qualifications and Skills:
- Post-Secondary School Diploma with an emphasis in job related areas of study
- Two years of related employment experience
- Payroll Compliance Practitioner Certification (PCP) obtained through the National Payroll Institute is required
- Knowledge of Generally Accepted Accounting Principles and Practices (GAAP)
- Sound knowledge of and experience working with electronic payroll system, Collective Agreements, and multiple pension plans
- Strong attention to details and the ability to stay on task, and work with competing and strict deadlines in a timely, efficient and effective manner
- Analytical skills and ability to problem solve
- Ability to communicate confidential information with tact and discretion
- Excellent computer skills and strong skills in Microsoft Office
PLEASE NOTE: This is a 35 hour per week, permanent position.
The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
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