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Coordinator Complement Review

5 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 39218

**Job Category**:Administrative

**Division & Section**:Purchasing & Materials Management, Program Support & Policy Development

**Work Location**:City Hall, 18th Floor, West Tower

**Job Type & Duration**:Temporary, Full-time, 12 month vacancy

**Hourly Rate and Wage Grade**:$36.38 - $39.85, TF0419, Wage Grade 10

**Shift Information**: Monday to Friday, 35 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 1

**Posting Period**: 12-Jul-2023 to 26-Jul-2023

**Major Responsibilities**

The
**Purchasing & Materials Management Division** is a critical function within the
**City of Toronto**’s complex multi-site, multi-division and multi-stakeholder environment, partnering with all City divisions, designated agencies and corporations in order to procure goods and services at the best value. As part of its commitment to ensuring open, fair, equitable and accessible business processes and practices, the Division utilizes a fair and transparent procurement process, provides leadership and quality customer service, and implements the highest standards of business ethics across the organization.

Under the direction of the Manager, Compliance & Operations, and reporting to the Supervisor, Operational Support, the Coordinator, Complement Review & Reporting will provide centralized support for Complement Management and Payroll Administration functions to ensure effective monitoring of organizational changes and promote consistency within the Purchasing & Materials Management Division.
- Coordinates activities related to divisional complement reconciliation & reporting
- Extracts reports from the SAP Complement Management and updates information in SAP Complement Management in partnership with corporate counterparts, i.e. HR Organization Management (HROM) staff
- Provides information and maintains a monitoring system for tracking, such as staff requisitions, and Organizational Change Approvals (OCA) for in year and annual budget complement changes
- Verifies payroll transactions on the SAP payroll system and ensures that they are accurately reflected on PMMD division records and organizational structure.
- Responds to inquiries from employees regarding payroll, investigates and resolves discrepancies
- Submits ESS time approver change requests as required
- Reconciles the positions in PMMD program sections and units with the assigned budget and SAP system
- Develops detailed organizational charts for budgeting purposes
- Responds to inquiries from management and employees regarding policies and procedures in the areas of complement management & reporting and E-time
- Prepares, coordinates and maintains information related to budget administration, salaries and benefits and provides related support
- Prepares and drafts documentation paperwork on behalf of program section/unit as it relates to their complement and organizational structure
- Conducts analysis, contacts other divisions across the organization and retrieves background information Liaises with program division staff, People & Equity, Pensions, Payroll & Employee Benefits, and HR Organization Management (HROM) to reconcile complement within an approved budget
- Tracks and maintains divisional complement data
- Reviews, confirms and verifies complement documents to ensure positions are approved within budget Monitors divisional complement and investigates and resolves discrepancies
- Runs various reports within SAP such as vacancy, temporary position duration and cost distribution reports
- Composes and prepares correspondence and reports Attends meetings as required with divisional staff

**Key Qualifications**:

- Extensive experience working with personnel records and documentation.
- Extensive experience using Microsoft Office Suite (i.e. Word, Excel, PowerPoint, and Visio), MS Outlook, SAP payroll system and HRIS software (e.g. Success Factors).
- Considerable experience in creating, formatting and maintaining complex reports and spreadsheets.
- Experience preparing and maintaining detailed records and correspondence, including the use of manual and computerized filing systems.

**You must also have**:

- Excellent customer service, interpersonal and conflict resolution skills
- Strong analytical and problem solving skills and the ability to work independently with mínimal supervision. Excellent organizational, analytical and multi-tasking skills with the ability to meet deadlines and assess priorities.
- Ability to communicate effectively both orally and in writing, with all levels of staff, the public and other divisions.
- Knowledge of Employment Standards, various Collective Agreements, Employment Insurance and WSIB legislation, as it applies to the corporate payroll system.
- Ability to follow directions promptly and accurately with attention to detail.
- Ability to function effectively as part of a team, and be responsive to co-workers in a professional manner. Ability to exercise judgement and di