Payroll Administrator

6 months ago

Victoria, Canada Victoria Cool Aid Society Full time

This is a unique opportunity to work with an innovative not-for-profit, in an environment that is committed to working with clients, staff, and community through continuous learning, creativity, and collaboration.

We offer a range of benefits including 100% employer paid health and dental benefits, Municipal Pension Plan, employee and family assistance program, paid sick time, and three weeks of paid vacation. This position is eligible for a hybrid work arrangement.

Reporting to the Manager of Finance, the Payroll Administrator performs a critical function within the organization and is responsible for all duties related to processing, reporting, accounting for, analyzing, and reconciling payroll and benefits for the Society’s nearly 400 unionized and exempt employees. This position produces detailed payroll reports for internal and external users and conducts detailed wage and benefit cost analysis and validation. This position is the primary payroll resource within the organization and provides recommendations for process, policy, and systems improvements.

A narrow selection of the larger scope and responsibilities for this position are as follows:
**Payroll & Benefit Processing**
- Maintains files related to the payroll systems; enters new employees, retirements, and terminations; makes changes to electronic payroll records for benefits, taxes, wage rates, deductions, and other personal and payroll information.
- Configures the payroll system for calculating new earnings and deductions as required.
- Processes payroll by importing approved timecards from the scheduling module; balances payroll hours with the payroll register summary; notes and reconciles all discrepancies; and reviews the payroll register with the timesheet report for each employee.
- Investigates and resolves employee issues such as pay or direct deposit discrepancies.
- Enters and maintains all pension plan members and information.

**Payroll Accounting and Reconciliation**
- Ensure Payroll and benefit expenses are accurately allocated to departments and the appropriate pay and fiscal periods.
- Ensure Payroll system export function is accurately maintained with correct GL codes with all payroll and benefit expense and liability accounts.
- Complete a detailed review of the payroll general ledger report; export payroll journal entry to accounting system bi-weekly.
- Ensure Reconciliations of vacation, statutory holiday, sick, overtime and other payroll-related accruals and banks are maintained not less than monthly.
- Ensure group benefit plans and any other payroll deductions, remittances, and expenses are reconciled.

**Payroll Compliance and Reporting**
- Ensure government and other statutory remittances are reconciled, in compliance, and remitted on a timely basis.
- Ensure accurate records are maintained for all voluntary deductions, and process involuntary dedications.
- Monitor compliance with federal/provincial laws and internal compensation and benefit policies.
- Recommend, develop, and implement procedural changes and improvements to comply with provincial and federal regulations, contracts, the collective agreement, internal policies, and other funder requirements.

**QUALIFICATIONS**

**Education**
- Payroll certification or equivalent accounting post-secondary education.

**Experience**
- Five years progressive experience with full-cycle payroll processing and administration in a unionized organization with 300+ employees.
- Experience working with multiple departments and funding sources.

**Requirements**:

- The Ministry of Public Safety and Solicitor General Criminal Record Check must be completed prior to commencement of employment.

**Job Information**
- Wage: $32.93 per hour.
- Work Location: Downtown Victoria.
- Days and Hours of Work: Monday to Friday from 8:30am to 4:30pm.
- Weekly Hours: 40.
- Union: Exempt.
- Benefits Eligible for 100% employer paid benefits.
- Job Type Full time - Permanent.

As of November 1, 2021, Cool Aid requires that all its staff are fully vaccinated (7 days past their second dose of vaccine) against COVID-19. If you are offered employment, it will be contingent on you providing proof of vaccination prior to your first day of employment. If proof of vaccination is not provided, the offer of employment will be rescinded.

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