Payroll and Staff Records Clerk 3
4 weeks ago
Staff - Union
Job Category
CUPE 116
Job Profile
CUPE 116 Salaried - Clerk 3
Job Title
Payroll and Staff Records Clerk 3
Department
Business & Support Services | Customer Services & Informatics | Facilities
Compensation Range
$3,808.00 - $4,181.00 CAD Monthly
Posting End Date
February 12, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Description Summary
The UBC Facilities group has stewardship responsibility for all academic and administrative buildings, land, and utility assets on the UBC Vancouver (Point Grey) campus. Its primary mandate is to ensure that campus spaces ultimately deliver the intended functionality and experience for the campus community. The Clerk 3 performs complex clerical tasks, including invoicing, time keeping, and maintaining databases and spreadsheets to support the units within Facilities.
Organizational Status
The Clerk 3 reports directly to the Clerk 4, Staff Records and works collaboratively with other administrative staff within the department.
Work Performed
- Responsible for investigating pay and benefit inquiries from staff or Payroll/Human Resources/ISC and escalating issues that can not be resolved
- Has a proficient understanding of the CUPE 116 & IUOE 115 collective agreements and the AAPS Handbook and is able to interpret policies and provide information in relation to pay, seniority, recalls, layoffs, step increases and other related issues.
- Responsible for performing monthly audits on paid and unpaid sick leave, dependent leave, vacation, and banked overtime balances, the overtime sharing database by generating reports from Workday and Planon.
- Prepares annual vacation entitlements for posting purposes, and answers all queries from employees, payroll and HR relating to entitlements.
- Prepares and maintains seniority lists and reports reflecting start dates, status changes, probationary, and temporary promotions. Answers all queries regarding status and seniority.
Enters vacation, sick leave, WSBC leave and OT on behalf of Facilities staff in Workday, and is responsible for entering OT cash payouts when required
- Prepares ad hoc reports at the request of Directors, and assists HR with information gathering and collective agreement interpretation
- Processes invoices and creates purchase requisitions
- Maintains Excel spreadsheets Access Databases and manages current and historical physical files
- Books, coordinates and attends meetings and takes minutes as required
- Provides reception coverage
- Provides administrative support to ensure the smooth and efficient onboarding and offboarding of staff, administration of office equipment, travel arrangements, events management and coordination/delivery of training
- Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification
Consequence of Error/Judgement
Supervision Received
Works under minimum supervision; receives detailed instructions from Clerk 4 on the assignment of new duties and thereafter only on new or unusual problems. Technical problems and matters involving policy are referred to Clerk 4 and if needed, the Business Operations Manager, Customer Services & Informatics.
Supervision Given
None
Preferred Qualifications
High School graduation and Business Training in Office Procedures and Practices and minimum of 4 years of related experience or the equivalent combination of education and experience. Ability to communicate effectively verbally and in writing. Ability to provide quality service to customers in a courteous, patient manner. Ability to maintain accuracy and attention to detail. Ability to work effectively independently as well as within a team environment. Ability to exercise tact and discretion. Ability to use a computer terminal, photocopier, fax machine and other related office equipment. Ability to effectively use Outlook, MS Word and MS Excel at an intermediate level. Ability to type 50 wpm.
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