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Payroll Supervisor
2 months ago
Job Summary
The Payroll Supervisor will be responsible for the day-to-day supervision of payroll operations and the payroll system at Home and Community Care Support Services. This includes system administration, maintenance, and configuration of the in-house payroll system.
Key Responsibilities
- Supervises the preparation and distribution of all components of payroll to ensure timely and accurate delivery of service
- Responsible for correcting the accounting distribution-related errors in payroll to allow the processing of payroll
- Analyzes the pension data for all employees to reconcile differences
- Compiles and uploads the pension reconciliation to the Healthcare of Ontario Pension Plan (HOOPP)
- Maintains the payroll system and supervises the maintenance of full and accurate payroll records
- Establishes deadlines and ensures they are met
- Schedules and coordinates the processing of the payroll data with Human Resources, Accounting, and other organizational departments
- Ensures payroll activities comply with the Employment Standards Act (ESA); in liaison with Human Resources
- Reviews manual calculations to ensure accuracy and compliance for cheques, leaves of absence, benefits, and adjustments that impact pay
- Oversees completion of Records of Employment (ROE)
- Responsible for the development, maintenance, and configuration of appropriate payroll processes (checks and balances) to ensure completeness and accuracy of all payroll-related activities; performs accurate and timely analysis and provides reports to managers
- Ensures compliance for the deduction and remittance of all statutory deductions and employee benefits; Canadian Revenue Agency (CRA), Workplace Safety and Insurance Board (WSIB), Employer Health Tax (EHT), HOOPP Member Data Collection (MDC), and benefit carrier, etc., within prescribed timelines
- Responsible for the preparation and filing of required reports to government agencies and other organizations to include annual reconciliations for WSIB, EHT, and HOOPP MDC
- Supervises year-end activities, including CRA year-end reporting, T4, and T4A information and summaries
- Leads various corporate campaigns through payroll deductions
- Prepares the audit support documentation and information as needed for internal, external, and regulatory audits
- Develops routine and ad-hoc reports on payroll-related matters and provides the required financial and statistical compensation data for the organization; including information to support the collective bargaining process
- Ensures compliance with Corporate, Government, and external auditor's control requirements
- Ensures high standards of control are in place to safeguard confidentiality and segregation of functions
- Ensures compliance with corporate policy and procedures, legislation, and collective agreement(s)
- Provides backup in the absence of the Payroll Assistant
Payroll System Management
- Performs system administrator functions for the payroll system; identifies and recommends system enhancements and leads change necessary to maximize the effectiveness of the payroll system
- Ensures all formulas and calculations required are configured and calculated; identifies data integrity issues with payroll system and ensures resolution
- Ensures the development and maintenance of records associated with computer processing of payroll data and payroll procedures comply with legislative requirements, collective agreement(s), accounting principles, financial control procedures, and Home and Community Care Support Services policies for payroll functions
- Provides a leadership role as the contact for the Human Resources Information System (HRIS) provider and the Quadrant Support Team on the development of payroll applications that provide internal controls and facilitate the creation and maintenance of payroll master files
- Establishes and maintains payroll security
Financial Management
- Reconciles and prepares the monthly payroll journal entry for import into the financial General Ledger (GL)
- Ensures compliance with the financial and statistical requirements of the Ministry Of Health Long Term Care (MOHLTC) for Management Information Systems (MIS)
- Assists in the development of the annual compensation budget by providing pertinent financial and statistical data for compensation
- Liaises with Finance and Human Resources to reconcile payroll to compensation-related GL accounts and assist in analyzing payroll expenses, full-time equivalent, and headcount
Leadership
- Participates in the development and successful implementation of the department's annual priorities in alignment with the organizational priorities
- Implements and monitors tools and processes that enable the delivery of high-quality and safe services
- Reviews, assesses, and/or recommends policies, procedures, and/or programs that best meet the needs of the organization
- Provides advice on departmental issues and challenges to both senior management and/or Home and Community Care Support Services employees
- Provides leadership to designated work groups, programs, and/or committees as required
- Takes all reasonable precautions for the protection of workers and abides by all other supervisory-level duties by the Occupational Health & Safety
- Strives to meet or exceed all accountabilities in the Operational Leadership Role Map
- Delivers safe, excellent patient care through continuous quality improvement initiatives aligned with Home and Community Care Support Services Quality & Risk Framework
- Demonstrates capabilities aligned with the LEADS in a Caring Environment Leadership Development Framework
- At the request of the Director, serves as Acting Director during Director's planned absences
Management of Human Resources
- Cultivates an environment that retains and attracts exceptional people and that supports life-long learning
- Provides leadership to all department members and manages in a manner that motivates, guides, and directs employees to the realization of Home and Community Care Support Services values, objectives, and performance expectations; maintains a work environment that promotes participation, teamwork, and positive employee relations
- Oversees staff orientation, learning, and development plans and ensures accordance with Home and Community Care Support Services policy, procedure, and guidelines and that the team member has the requisite knowledge to undertake their specific duties
- Oversees timely recruitment, performance evaluation, coaching, discipline, and termination where necessary are according to Human Resources policy and within the context of collective agreement(s)
- Empowers team members to harness their leadership potential and develop their expertise
- Recognizes innovation, results, and excellence in their team members
- Manages the effective and efficient distribution and utilization of team members based on the established productivity levels, team goals, and guidelines
- Leads regular team meetings to set goals and monitor department performance and engages the team in successful accomplishment of goals
- Holds people accountable to standards of performance including conducting annual performance appraisals that support staff in establishing and attaining performance goals
- Manages attendance according to policy
