Payroll Administrator

**Position Summary**:
Reporting to the Supervisor of Accounting, the Payroll Administrator is responsible for the Municipality’s payroll. This function includes complex calculations and reconciliations to ensure accurate payroll payments to employees and submissions of withholdings to various government agencies. In addition, this position gathers and summarizes data for budgeting, and the annual public sector salary disclosure. This position supports internal departments and the external agencies in an efficient and effective manner.

**Key Responsibilities**:

- Administer the employee database. Liaise with Human Resources regarding additions, deletions, and changes.
- Administer changes of information for employees, policies, and collective agreements as they pertain to payroll and benefits.
- Communicate directly with departmental directors, managers, supervisors, employees, councillors, committee members and board members regarding payroll and deductions.
- Receive, review, and verify payroll information submitted by departments.
- Enter payroll reductions where employees are required to repay the Municipality.
- Track various payroll data to verify completeness and accuracy of payroll entries into the financial system.
- Verify accounting treatment, recoveries and allocations including proper HST calculations.
- Verify non-regular time entry, including:

- Calculate adjustments to employee earned sick time related to reimbursements received from WSIB.
- Calculate pro-rated vacation time for new employees, and remaining vacation time for retiring and terminated employees.
- Calculate over or underpayments made to employees and enter into the financial system.
- Calculate adjustments to employees’ earned pension service time and submit adjustments to Human Resources for their submission to Ontario Municipal Employees’ Retirement System (OMERS).
- Enter time worked and expense reimbursements into the financial system on a weekly basis for bi-weekly payroll processing.
- Process payroll in the financial system on a bi-weekly basis including print and file electronic payroll reports, generate bank file, and distribute paystubs.
- Process mid-pay period payroll runs for individual employees as required to comply with the Employment Standards Act (ESA).
- Perform mailings as required.
- Prepare bi-weekly or monthly remittances and reconciliations as required for the Receiver General of Canada, Employer Health Tax (EHT), Workplace Safety and Insurance Board (WSIB), OMERS, other government agencies, health benefits, union dues, and other deductions as prescribed within policies and collective agreements.
- Prepare, reconcile, verify, and submit annual filings for T4s, T4As, EHT, WSIB and OMERS.
- Prepare and submit record of employment forms (ROEs).
- Communicate directly with WSIB, OMERS, Ministry of Finance to resolve questions.
- Ensure all statutory requirements with respect to the Income Tax Act are completed and followed.
- Maintain filing system for payroll documents.
- Maintain detailed records for vacation, banked vacation, sick leave, lieu time, etc.
- Reconcile payroll-related liability general ledger accounts monthly and for the year-end audit. Investigate discrepancies and resolve. Prepare journal entries for submission to the Manager of Accounting Services, as required.
- Reconcile extended health benefits recorded in payroll system to third party invoice monthly. Submit adjustments to Accounts Payable Clerk for entry into financial system.
- Calculate and verify retroactive pay changes for pay increases related to approved budget changes, position changes and step progressions.
- Update the retiree benefit deduction calculation annually or upon addition or deletion of a retiree.
- Gather, verify, and summarize the annual Public Sector Salary Disclosure reporting for the Treasurer.
- Gather, verify, summarize, and provide payroll related information to municipal departments and external agencies including auditors and government auditors.
- Create and update payroll forms including mileage and expense reimbursement forms, conference and training reimbursement forms, employee gear forms and timesheets.
- Input annual or prorated vacation entitlement into financial system.
- Provide support to the implementation team assigned to roll out a Human Resources Information System
- Comply with applicable provincial and municipal legislation including the Municipal Freedom of Information and Protection of Privacy Act, and the Municipality’s Records and Information Management Program.
- Comply with the Occupational Health and Safety Act, applicable regulations, as well as the Municipality’s Health and Safety Program.
- Other duties as assigned.

**Qualifications, Knowledge, and Skills**:

- Must have a two-year community college diploma or equivalent in a related field.
- Must have a minimum of three years payroll experience in a similar industry setting and unionized environment.
- Payroll Compliance Prac