Job Description

Position ID:

J0324-0158

Job Title:

Payroll Administrator, Regular Full Time, Finance

City/Province:

Ottawa, Ontario, Canada

Posting Date:

March 5, 2024

Posting Expiry Date:

March 29, 2024

Reporting Manager Title:

Manager, Compensation and Payroll Finance and Corporate Services

Home and Community Care Support Services Champlain is one of 14 Home and Community Care Support Services organizations in Ontario. We are dedicated to ensuring our more than 64,000 patients annually receive the highest-quality health care and services at home. Our patient-care coordination teams help develop care plans for people of most ages, focused on maintaining each patient\'s independence and dignity. We also provide long-term care home placement services, and facilitate our patients\' access to the community-based services they need.

Position Summary:

Reporting to the Manager of Compensation and Payroll, the Payroll Administrator is responsible for the delivery of high quality payroll services in a manner that maximizes the use of technology and offers exemplary client service. This position is primarily responsible for providing payroll services for Home and Community Care Support Services Champlain and supporting the East Region of Home and Community Care Support Services as needed.

Primary Responsibilities:

• Implements appropriate payroll processes and controls (e.g. checks and balances) to ensure completeness and accuracy of all payroll related activities
• Ensures payroll is administered in accordance with accounting principles, policies and procedures, collective agreements, and legislated requirements
• Performs manual calculations for cheques, leaves of absence, benefits and adjustments that impact pay
• Processes termination pay and completes Records of Employment (ROE\'s)
• Responds to employee inquiries and initiates corrective action, as necessary, prepares T2200s and employment verification letters and makes adjustments to leave banks
• Provide information and analysis in response to ad hoc requests from senior management, other managers and external stakeholders
• Ensures proper account set-up and distribution of salary, positions and accounts in accordance with MIS guidelines
• Reconciles and remits payments through financial software (Quadrant Financials) for pension (HOOPP) and group benefits, union dues, garnishments, etc.
• Reviews payroll summaries for accuracy and completeness; initiates corrective action, as required
• Prepares invoices for CUPE and OPSEU for salary expenses for union leave
• Assists in the preparation of accruals and journal entries
• Promotes participation in corporate campaigns through payroll deductions, e.g. United Way
• Creates and maintains employee payroll files
• Keeps current with payroll legislation and industry best practices that may impact corporate policies and procedures and recommends changes to existing practices
• Responsible for contributing to the development of Finance and Corporate Services Initiatives, special projects and performs other duties as required
• Responsible for training employees on payroll system and processes

Administration of Human Resources Information System (HRIS)Performs system administrator function for payroll system; identifies and recommends system enhancements and leads change necessary to maximize effectiveness of payroll system; maintains system security

• Ensures salary, pension and group benefits rate information is in accordance with contractual obligations ; reconfigures system, conducts testing and implements changes, as required
• Ensures system accuracy and integrity through data entry, regular audits, problem-solving, and proactive monitoring and troubleshooting
• Takes corrective action in resolving error messages, system navigation problems, and other payroll system-generated discrepancies
• Creates user access profiles and provides training to employees on the use of the payroll system
• Generates reports by compiling and processing payroll data from source documents including, but not limited to, leave and other entitlements for hourly and salaried employees and processing changes, such as exemptions, group benefit coverage and garnishee payments
• Maintains scheduling units for Corporate staff
• Monitors daily automated voice attendant, records absences for corporate staff and inputs same into system
• Ensures correct deduction amounts for employee and employer portions of premiums
• Reconciles group benefits and pension plan remittance reports
• Prepares and balances monthly remittance reports to benefits and pension plan carriers
• Provides manual calculations for pension and benefits adjustments
• Provides employee and employer cost information to HOOPP regarding terminations and retirements
• Balances, prepares, and distributes T4\'s, T4A\'s and T2200\'s to staff and remits electronic file to Canada Revenue Agency (CRA)
• Ensures completion of reporting requirements for Employer Health Tax (EHT), Workplace Safety and Insurance Board (WSIB) and Healthcare of Ontario Pension Plan (HOOPP)
• Calculates and reports pension adjustments and MDC
• Reconciles and submits annual pension plan contributions report
• Responds to inquiries regarding general ledger issues and concerns
• Conducts year-end audits, reconciliations and preparations related to all payroll accounts
• Other duties as assigned

Education and Experience:

• Grade 12 graduation diploma and
• A minimum of three (3) years\' experience with at least one (1) year in a computerized payroll function or a minimum of two (2) years accounting experience with at least one (1) year in a computerized payroll function or an equivalent combination of education and experience acceptable to the LHIN
• Attainment of National Payroll Institute (NPI) certification or College certification as Payroll Administrator (desirable)

Knowledge:

• Working knowledge of fundamental accounting for healthcare, payroll administration, and ability to interpret and apply provincial and federal payroll regulations
• Knowledge of Employment Standards Act, Employment Insurance, WSIB, EHT and HOOPP, and group benefits
• Proficiency in automated (Quadrant) payroll, scheduling and administration
• Knowledge of Management Information Systems (MIS) guidelines as set out by the Ministry of Health and Long Term Care
• Strong organizational, problem-solving, and writing skills with attention to detail
• Knowledge of LHIN policies and procedures, benefits plan and collective agreements
• Knowledge of LHIN business objectives and priorities
• Proficiency with software programs in the Microsoft Office Suite
• English, with bilingualism (English and French) considered an asset

Skills and Abilities:

• Ability to meet time lines
• Excellent listening skills to understand and resolve issues raised by staff; uses tact and diplomacy in de-escalating emotional responses to issues
• Collaborates regularly with staff and external contacts to exchange information, coordinate activities and resolve issues/concerns
• Interacts with managers to generate financial reports as requested
• Collaborates with the Scheduling team to ensure accuracy of scheduling units and shift tiles
• Communicates with provincial HRIS personnel for troubleshooting and problem-solving discrepancies and issues; escalates matters for resolution, as required

Affiliation: MPE
Shift: Monday to Friday; 8:30am to 4:30pm

Location: Eastern Region - office location to be determined.

Home and Community Care Support Services offers flexible work options, this position may have a hybrid model of work with a combination of in-office and remote work locations.

All applications will be reviewed; however, only those selected for an interview will be contacted. Home and Community Care Support Services Champlain welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in any aspects of the selection process.

Home and Community Care Support Services has implemented a mandatory vaccination policy across the province that requires all staff to be fully vaccinated against COVID-19. Applicants being considered for employment will be required to provide proof of vaccination documentation confidentially to Human Resources upon hire. Any medical or human rights exemption requests will be reviewed and validated prior to an offer of employment.

Home and Community Care Support Services