Job Description

Requisition Details

• Job Title: Compensation Administration Specialist
• Requisition #: 23-1233
• Campus: 3065 King
• Department: Compensation Administration
• Payband: 09
• Payband Range: $69,600.00 - $87,001.00
• Hours/Week: 37.5
• Posting Date: Friday, November 3, 2023
• Closing Date: Sunday, November 12, 2023 at 11:59 PM EST
• Vacancy Type: Administration - Full-time

Administrative Full-time New Position Working in tandem with Human Resources to ensure that employees are paid accurately and on time, the incumbent will be responsible for accurately updating, maintaining, auditing, and balancing payroll, including confidential special payments, memorandum of settlement payments, and leave processing, promptly and ensure calculations are made in compliance with federal/provincial legislation, College policies and collective agreement guidelines. The incumbent will participate in cross-functional department training to independently complete the processes related to generating and completing a full cycle payroll run, creating and submitting a bank file, and troubleshooting and correcting errors that appear on auditing reports. The incumbent is also responsible for running a variety of confidential compensation reports, reconciliations and remittances, including (but not limited to) the calculating and remitting of Statutory Deductions, Union Dues, RRSPs, Garnishment & Family Support orders, Records of Employment (ROE) generation and CAAT pension administration. Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with one day on-site and four days remote.

Responsibilities:

Compensation Administration Processes

• Perform all aspects of the duties required to process a Payroll including: opening, reviewing and closing a payroll cycle, reviewing source documents, performing required calculations such as salary adjustments, merits, statutory and non-statutory deductions and other payroll related data, inputting entries into ADP, balancing the payroll to the authorization provided by Human Resources.
• Assess and process payments related to leaves of absence, sick leaves, deferred salary, reduced workload, resignation, retirement, reclassification, promotion, etc. in accordance with instructions from the Total Rewards Team.
• Review pre-production audit reports to ensure the accuracy of earnings and deductions, identifying, investigating and correcting discrepancies in a timely manner prior to submitting payroll for approval.
• Review, analyse and check payroll reports for accuracy and makes necessary adjustments or corrections through journal entries or other established procedure.
• Document calculations and based on the supporting documents inputs entries into the ADP system.
• Ensure all aspects of the payroll are verified and balanced prior to submitting the authorization, supporting documents and reports to the Manager for review.
• Upon review and approval, responsible for transmitting data to ADP.
• Complete appropriate calculations, including manual calculations, to adjust earning and deduction amounts to correct or balance a discrepancy which may result in the production of an off-cycle payment as needed.
• Perform manual calculations to verify that changes in payroll records are yielding the correct pay for employees.
• Action overpayments and underpayments by contacting any impacted employee and arranging (re)payment plans.
• Assist employees with general payroll questions and inquiries, educating as needed on College specific payroll and deduction policies, requiring an understanding of departmental and College procedures and College specific items, including the Collective Agreements, the College Pension Plan, the Sun Life benefits contracts, as well as CRA (Canada Revenue Agency) legislation.
• Work with Payroll Manager to complete year-end processing including T4s and annual Pension reporting.
• Reconciles variances and updates payroll records and the Sun Life PSS System as it relates to Sun Life Benefits.
• Initiates change in status forms required for leave of absences notifications/purchase costings, LTD/WSIB notifications, termination and/or retirement applications, and part time enrolments related to CAAT Pension.
• Calculates costing for CAAT Pension Plan employee purchases related to maternity/parental leaves or leave of absence.
• Review data, ensuring accuracy for year-end reporting requirements.

Recordkeeping Duties

• Update and maintain appropriate records on the Service Canada Record of Employment (ROE) Web and Family Responsibility Electronic Payment Transfers.
• Investigate and respond to incoming payroll inquiries, pay issues, pay statements, process documentation, and departmental reports.
• Process overtime documents, ensuring accurate upload files for ADP and timekeeping in HR portal.
• Analyse and process merit increases for all payrolls.
• Maintain banking and tax information within ADP.

Remittances

• Calculate monthly union dues remittance and annual returns for EHT and WSIB.
• Calculate monthly donations: United Way, Family Campaign and annual campaign.
• Responsible for inputting, to the banking system, various remittances to be paid by Electronic Fund Transfers.
• Process, request cheques, provide remittance slips and reconciliations to appropriate third parties regarding garnishments, CAAT contributions, Family Responsibility, and government remittances.

Payroll Distribution & Other Duties as Assigned

• Works with IT, Finance and other departments as required to import Payroll Distributions to ADP, ensuring accurate processing to the General Ledger.
• Monitors/reviews correcting entries to the General Ledger.
• Provides instructions and/or training to new employees involved in the process.
• Support and/or coordinate HR Department activities and responsibilities including POs, and expense reimbursement.

Qualifications:

• Two-year Diploma in Business Administration and/or Accounting is required
• Five years of related Payroll experience is required; five years in a full-cycle Payroll function is preferred
• National Payroll Institute PCP designation is required; National Payroll Institute PLP designation will be considered an asset
• Thorough and current knowledge of Canada Revenue Agency\xe2\x80\x99s regulations pertaining to payroll is required
• Must demonstrate a high level of integrity and compliance with CRA legislation in performing the Payroll function
• Payroll processing experience on a computerized HRIS (ADP preferred)
• Must be well versed in the Microsoft Office Suite including Word, Excel, and Outlook; Advanced Microsoft Excel skills, including experience using Macros is considered an asset
• Experience in a unionized environment, interpreting collective agreements is preferred
• Knowledge and experience with accounting principles, mathematical calculations, and general ledger cost accounting and distributions is an asset
• Must be able to demonstrate the ability to troubleshoot issues
• Excellent oral and written communication skills and developed interpersonal and organizational skills are essential
• Must be professional, able to maintain strict confidentiality regarding pay and Human Resources matters and thrive in a fast-paced team environment

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