Job Description

The PEI Public Service Commission is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.


While the Supervisor Corporate Payroll has the overall responsibility for payroll operations, the Payroll Auditor/Administrator is responsible for the bi-weekly processing of payroll for over 14,000 employees per pay. The role is involved in auditing, documenting, evaluating and improving payroll processes and procedures, and ensuring controls are maintained for payroll data management for all of PEI Public Sector Organizations (Civil, Health, Education, Agencies and WCB sectors) and within the requirements as determined by Canada Revenue Agency. PEI Public Sector Organizations includes over 18,000 staff with 15 collective agreements and/or employment terms and conditions

Duties will include:

Conducts regular audits to ensure that Payroll/HR entries into Peoplesoft/HR information systems are accurate, complete and up to date. Provide direction and support to all Public Sectors, of time entry into time and labour component; in particular, the payout of banks, special payments, etc. Audit all payroll and time and labour errors, resolve issues and close rejected time as required multiple times daily during a pay processing week. Report and work in conjunction with HR assistants, payroll supervisors, ESA's and payroll staff, on any issues with benefits which will result in employee pay errors. Running the payroll calculation process multiple times during the payroll processing period, review various edit reports to identify issues with employee payroll data. Frequently required to contact payroll supervisors and managers, or HR resources to have data corrected, helping to ensure employees are paid appropriately. Determine when payroll results are ready to confirm then run the several hours, multi-step pay confirm process and subsequent leave and service banks processes. Create and reconcile the direct deposit file and submit to the Royal Bank. Administer direct deposit files with the adding, modifying and deleting of payment requests as needed. Create, review and/or update existing documentation, business process and procedures, and reports for most up-to-date information. Recover salary overpayments by calculating amounts owing, reverse payroll entries and adjust YTD pension and dues amounts as needed to ensure all employee amounts are accurate for current tax year Process invoices as needed to sectors outside of Civil in order to ease the transfer of employee salary repayment money back to our GL net pay account. Ensure that deductions such as garnishees are taken from employee pay and remitted as per legislative requirements. Respond to inquiries regarding employee deductions as well as inquiries by various agencies of employee's status on payroll. Off cycle processing. Ensure time is entered and approved, review pay calculation results to ensure off cycle payment and deductions are accurate. Send files of off cycle results to the bank as needed for deposit to employee accounts. Maintain record of off cycle payments and ensure balancing occurs with the bank account. Liaise, coordinate, and communicate with HR assistants, payroll managers, ESAs and payroll supervisors and payroll staff around Records of Employment (ROE's), T4's, off cycle pay adjustments, as well as payroll issues and resolutions. Respond to payroll related inquiries from HR assistants, payroll managers, ESAs and payroll supervisors and payroll staff and respond to escalated issues and inquiries. Statistics Canada - Run bi-weekly reporting of various salary amounts, breakdown of number of employees, hours worked and as per requirements and upload to Stats Can site monthly for Education and Health sectors. Union Dues - Provide plan coordinators with bi-weekly deduction amounts as deducted from employees - Charitable donations T4 Bi-weekly reporting and balancing - Run various reports once pay is confirmed and entering info into year-to-date balancing spreadsheet for all wage loss plans, for all business units. Entering all RRSP retirement/severance pay transactions into Peoplesoft, ensuring tax deductions are accurate. Notifying business finance personnel once amounts have been processed in Peoplesoft, so that they can forward RRSP payments directly to appropriate financial institutions. Entering all Civil cash retirement/severance pay transactions into Peoplesoft, ensuring tax deductions are calculated Deposits - Prepare deposit papers and background for money received for overpayments and deliver to Accounts Receivable to be processed. Ensure the employee's year to date balances are adjusted to ensure T4 reporting is accurate Run processes to prepare the payroll data for transfer into the Financial Information System. Use various reports and queries to reconcile bi-weekly payroll results before loading pay data to the FIS system. Records of Employment - With an average of approximately 11,000 ROE's processed annually, we are required to query ROE data to prevent processing errors and contact payroll resource as needed for corrections, guidance or clarification. Load files of ROEs to the Web ROE site. Resolve remaining issues with invalid employee records once file is on the web. Ensure appropriate business process is communicated to payroll users Ensure payment invoices for tax remittances and deductions are accurate and processed in a timely manner as per the Canada Revenue Agency schedule. Issues with deduction payments reviewed and resolved as needed. Process bi-weekly payroll invoices for various agencies to facilitate the efficient transfer of funds back to Civil FIS as needed. Bi-weekly reconciliation of both the TPP and PSPP pension plan and provide results to Pension and Benefits. Monthly reconciliation of all general ledger accounts related to payroll to ensure accounts balance to Oracle. Prepare year end reconciliation reports for comptroller's office, as well as preparing year end GLDI's to be processed. Develop test scripts to ensure that system changes are working as per specification and that the changes meet business requirements. - Maintain testing documentation for audit purposes. - Determine impact of delivered payroll system changes and test these system changes. Assist in the development of payroll business processes and communicate to HR assistants, payroll managers, ESAs and payroll supervisors and payroll staff. Respond to questions from employees, HR assistants, payroll managers, ESAs and payroll supervisors and payroll staff . Investigate issues with employee payroll. Follow up with appropriate payroll staff or time and labor resource to resolve issues. Provide advice and assistance as needed to HR assistants, payroll managers, ESAs and payroll supervisors and payroll staff on things such as: recovery of overpayments, additional pays, pay line entries, deductions, general set up and processing of employee records, generating Records of Employment. Work in cooperation with HR assistants, payroll managers, ESAs and payroll supervisors and payroll staff to ensure issues are resolved. Determine processed impact by other system components and ensure correct process is in place for the processing of employee's pay. - Ensure a good understanding of the various Collective Agreement provisions, HR, Benefit, and Time and Labor processes and the impact each has on payroll results. Using the Query tool, provide data based on various client requests and requirements. Develop public or private queries as required for the use of the whole payroll user community or individual user needs.

Minimum Requirements:

Bachelor's degree in Business Administration or a related field; or Diploma in a related area (i.e., Human Resources, Office Administration, Payroll, Business, Finance, Accounting, or related field) with considerable experience working with payroll processing and auditing, payroll systems, and in a unionized environment, is required. Experience working with collective agreements. Considerable (3-5 years) experience in Human Resources is required. Considerable (3-5 years) of experience with PeopleSoft payroll and time and labor modules. Experience in Word processing and electronic e-mail, (including Microsoft Word, Outlook, Microsoft Access). Considerable (3-5 years) of experience with Excel required, including use of advanced features and formulas in Excel. Demonstrated equivalencies will be considered. Must have knowledge of Human Resources and payroll principles, best practices, and trends Must have excellent interpersonal, verbal, and written communication skills. Good organizational skills and the ability to prioritize competing demands and request for information is needed. Must be able to work with minimal supervision. Must be able to adapt to shifting priorities, demands, and timelines through analytical & problem[1]solving capabilities. Must be able analyze and think critically, including understanding and interpreting data audits and reports.

Other Qualifications:

Certification with the Canadian Payroll Association would be an asset. Knowledge of payroll processing and CRA legislation Financial and accounting skills Problem solving, auditing and investigative skills.

Please Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.

Where possible, submitting an electronic resume or job application is preferred. Otherwise, please return forms to PEI Public Service Commission, P.O. Box 2000, Charlottetown, Prince Edward Island, C1A 7N8. Applications may be sent by fax to (902) 368-4383.

IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.

Please ensure that the appropriate Posting ID number is stated on all application forms. You can apply online or obtain an application form by visiting our web site at

www.jobspei.ca

. Forms may also be obtained by contacting any PEI Government office, ACCESS PEI Centre, Regional Services Centre, or by telephone (902) 368-4080.

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