Payroll Data and Administration Assistant

Payroll Data and Administration Assistant (Transit)

**Job Number**:1808

**Job Type**: Full-Time
**Location**: 250 Strasburg Rd - Transit-Strasburg Road Ops
**Job Category**: Transportation
**Number of Positions**:2
**Department**: Schedulng & Pay (TRS)
**Division**: Transportation Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 006
**Salary Range**: $29.59 - $33.49 per hour**Posting Date**: October 10, 2024**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- Reconciles payroll data for the Division’s unionized (Unifor) staff to ensure compliance with policies and legislation and support accurate pay runs. Investigates errors and makes adjustments in the time and attendance management system, coordinating with others in human resources, corporate payroll, and scheduling to resolve issues as needed. Provides support and guidance to staff regarding pay issues.

**Duties/Responsibilities**
- Verifies and reconciles payroll data for the Division’s unionized (Unifor) employee group in the time and attendance management system (TAMS). Makes pay adjustments (e.g., extra duty, no pay, shift exchanges, statutory holiday), as required, including historical edits and pay codes. Ensures compliance with pay rules, collective agreement, employment standards, and policies.
- Investigates and resolves pay related issues (e.g., incorrect accrual banks, missing pay stubs, overpayments, underpayments). Coordinates with human resources, payroll or others to resolve issues and makes adjustments, including to vacation banks (single and split days) in TAMS.
- Follows up with scheduling and administration assistant and/or transit fleet supervisors for deviations between scheduling changes/exceptions logged and data uploaded in TAMS.
- Creates and implements shift and pattern templates in TAMS per established schedules for Unifor transit fleet staff.
- Organizes and plans work according to established deadlines/ timeframes established by management and payroll runs. Reviews and reconciles pay data exceptions in TAMS to ensure accuracy and alignment. Inaccuracies are readily apparent based on incorrect pay. Refers complex problems, system issues, and conflicts to management, corporate payroll, or human resources.
- Closes off and submits pay data file to corporate payroll within payroll timelines/runs.
- Maintains records related to employee vacation, banked time, and attendance. Performs year-end reconciliation of employee banks (e.g., vacation, vacation in lieu, floater, stat) and enters payouts as required.
- Generates employee summary reports and data for management, as required (e.g., sick leave, vacation time, overtime and part-time hours worked). Distributes to same, and union officials, as applicable.
- Acts as a resource to transit operations supervisors, transit operators, and other staff regarding pay codes/rules and practices. Responds to questions from staff related to pay issues, pay and rules/codes, banked sick, vacation, and statutory holidays. Refers complex or escalated issues to supervisor.
- Liaises with human resources and payroll regarding issues with systems and historical edits requiring adjustments in pension calculations.
- Performs related duties, as assigned.

**Knowledge, Skills, and Abilities**
- Knowledge and skill in payroll, office and administrative practices and procedures acquired through a Grade 12 education plus 2 years of related experience, or equivalent combination of education and experience.
- Knowledge of and ability to comply with policies, procedures, collective agreements, and related legislation (e.g., privacy, employment standards).
- Time management, organizational, and problem-solving skills to meet payroll deadlines/timelines; investigate pay issues and discrepancies; and reconcile and maintain payroll information.
- Communication and customer service skills to respond to questions from staff; exchange information with other staff, management, payroll, and human resources; and participate as an effective team memb