Payroll Officer

EXISTING CNC CUPE Employees:
Employment Status Full Time Employment Type Regular Job Summary

Following established Provincial and Federal law, contractual agreements, guidelines and procedures the Payroll Officer is responsible for the complete and accurate processing of payroll and the maintenance of employee payroll files and records. The Payroll Officer uses a teamwork approach to create a work environment that focuses on customer service and makes the most effective use of the College’s HR/Payroll Information System.

Specific Duties
- Responsible for the timely and accurate management of all College Payroll functions; ensure proper payment on a timely basis of salaries/wages, pay deductions, fringe benefits, and other related amounts in accordance with established procedures, authorization levels, the collective agreements, and the law.
- Verify data that affects the payroll process.
- Resolve and follow up on non-routine or unusual payroll occurrences including the calculation of salaries, retro pay and advances.
- Generate and transmit data as required, handle any problems resulting from the process.
- Generate manual pay cheques when necessary.
- Ensure that no terminating employee has an outstanding debt to the College.
- Review and verify payroll registers.
- Maintain employee payroll records and files.
- Responsible for problem solving, priority setting and decision making including analyzing, investigating and resolving discrepancies and inaccuracies in information and system.
- Prioritize work and duties to ensure that such work and duties are carried out in a proper and timely manner. When leaving on vacation (or other absence from the office) ensure your co-worker has adequate instructions on the work to be performed during such absence.
- Train new employees (and other casual employees) in all aspects of payroll duties as may be required or necessary.
- Collaborate with the Human Resources Dept. and the managers of the Financial Services department to establish payroll deadlines and resolve payroll processing, benefit and collective agreement items
- Liaise with the service bureau to ensure smooth processing of the payroll, generation of monthly and annual reports, and other appropriate matters.
- Act as an internal resource to employees and departmental managers concerning payroll matters, pay advices, timesheets, etc.
- Monitor and update the existing payroll system, lead the implementation of payroll system upgrades and improvements.
- Perform patch and other testing in detail through all levels of the HR/PR system using resource documents.
- Maintain an up to date knowledge of payroll issues, including legislation, rules and regulations from CRA and Pension Corp, which have implications for the College and in consultation with the managers of the Financial Services department react appropriately.
- Prepare and issue remittances for payroll deductions, fringe benefits, and other payroll deductions, balance year to date totals in the cheque registers; reconcile balances and remittance with statements received.
- Ensure the monthly reconciliation of all payroll liability ledger accounts to payroll and remittances.
- Communicate with appropriate agencies to resolve issues concerning new employees, changes, problems, etc.
- Ensure that T4’s, T4A’s, Records of employment and other statutory reporting is prepared accurately, according to legislation and in a timely manner.
- Maintain adequate supplies of stationery applicable to the payroll operations.
- Research and prepare reports and information as requested by/for the Director of Finance or designate including CRA, Stats Canada and HRDB reports.
- Use initiative and sound judgment to identify and manage a variety of ad hoc and ongoing projects in support of payroll operations, systems and reporting.
- Seek ways and make recommendations for improving procedures and efficient operation of the Payroll Department and Financial Services.
- Maintain an adequate and up to date filing system of all pending and completed documentation; annually clear dead files to archives and destroy old documents within archives according to established timetable.
- Compile, maintain, and update regularly a working manual, describing daily, weekly, monthly and annual routines and activities (what and how), in sufficient detail to enable a qualified person to substitute with mínimal training.
- Generally maintain workstation and surrounding areas in neat, tidy and clean condition.
- You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
- You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
- Carry out other duties, within Financial Services, as assigned by the Controller or designate.

Skills & Qualifications
- Comp