Permanent Payroll Clerk

5 months ago

Kingston, Canada Limestone District School Board Full time

1.0 F.T.E. PAYROLL CLERK

35 Hours/Week - 12 Months/Year

Effective: Immediately

HOURLY RATE OF PAY: $26.32 - $28.19

Position Summary

Reporting to the Financial Supervisor-Payroll, the Payroll Clerk supports Finance through the processing of payroll and preparing payments to vendors and outside agencies in a timely and efficient manner ensuring that such transactions are accurate and compliant with legislation, union agreements and Board policies, procedures, and internal controls, as well as those specific to the Finance department as determined by the Manager of Financial Services.

Qualifications, Knowledge, and Experience
- Three or more years related work experience in a high volume fast paced payroll department, preferably with a medium to large public sector organization
- Completion of PCP designation (or equivalent) considered an asset or currently enrolled and/or willing to complete this designation within two years of hiring date
- Demonstrated knowledge to allow for the understanding of a payroll process in a computerized system, month and year end procedures, account reconciliation, general ledger account coding within a large and complex chart of accounts, and audit processes.
- Effective customer service and collaborative skills, including ability to work successfully in a team environment and independently as well as ensuring deadlines are maintained and achieved
- Demonstrated organizational, analytical and problem-solving skills, including excellent attention to detail and keyboarding skills for keying large volumes of data
- Intermediate level of MS Excel, including but not limited to the use of formulas, sorting, filtering, reordering columns and formatting for report preparation
- Excellent written, verbal communication and interpersonal skills
- Comprehensive knowledge of Government legislation, related acts and payroll regulations
- Experience in interpreting, implementing/adhering to multiple employee/union agreements

Knowledge, Skills & Abilities
- Validate information received from multiple sources that will impact the calculation and processing of employee compensation and benefits, make any necessary adjustments or inform Human Resources staff about required corrections
- Verify for accuracy, prepare and input data into the payroll system for employee groups paid by salary, entitlement, hourly or timesheets
- Input permanent changes to employee payroll records maintained in the payroll system relating to new hires, terminations, retirements and leaves and the set up and changes to the statutory deductions, pensions and other mandatory and optional benefit plans
- Calculate and input any manual adjustments to earnings and all legislated, mandated and optional benefits and deduction plans as required
- Review payroll journals and reports, compare changes with supporting documentation and make any necessary correction to errors or omissions
- Ensure compliance with collective agreements, including self-funded leaves, supplemental employment benefit plans, top-up payments for maternity/parental leaves, vacation pay entitlement
- Prepare records of employments both manually and electronically for individuals and group lay
- offs, submit by upload file and respond within prescribed timelines to any information requests
- Review, revise and balance staff absence reports, including processing permanent and/or occasional/casual earning batches, on a weekly basis to ensure accuracy in dates, reasons, FTE and replacement information
- Review / respond to Teachers’ Pension Plan inquiries, make necessary adjustment in the TIM site
- Responsible for benefit continuance for employees on leave, reconcile and prepare group benefit payments
- Verify for accuracy, prepare and input invoices, verify for accuracy and receipt deposits, reconcile accounts receivable account, followup on outstanding amounts and assist with calculation of allowance for doubtful accounts and retrieve data for reports as required
- Respond (electronically, in writing and verbally) to payroll questions and inquiries from staff, employees, vendors and outside agencies, in a timely manner, that adheres to privacy requirements
- Ensure compliance with general ledger account coding
- Process incoming mail by gathering, sorting and separating data for processing
- Assist the financial services area in processing accounts payable, procurement and accounting/deposit transactions, including data input; reconciliations and preparing entries on an as needed basis
- Identify improvements and efficiencies for the payroll process
- Other role-related projects and/or responsibilities, as required

How to Apply

Resume detailing your skills and experience

A cover letter or maximum 2-minute video clip that represents how you see yourself in Limestone. If you choose to submit a video, please create your video clip using YouTube and embed the link to your video clip in your resume under your name.

Proof of qualifications uploaded on

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