Administrative Assistant, Employee Support Services

**Job Description**:
**JOB TITLE**:Administrative Assistant, Employee Support Services

**DEPARTMENT**:Transit

**POSTING NUMBER**:106857

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Full Time Permanent

**HOURS OF WORK**:35 hour workweek

**LOCATION**:On-Site - when working onsite, you will report to the location of Transit Clark Facility.

**SALARY GRADE**:3

**HIRING SALARY RANGE**:$ 69,386.00 - $ 78,060.00 per annum

**MAXIMUM OF SALARY RANGE**:$ 86,733.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:July 25, 2025

**CLOSING DATE**:August 8, 2025

**AREA OF RESPONSIBILITY**:
This position is responsible for supporting the Coordinator, Employee Support Services in the payroll and timekeeping process for the Transit Division to ensure the administrative timekeeping functions are achieved within prescribed timelines and quality service standards.
- **
Payroll Timekeeping and Scheduling**-
- Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
- Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Transit Part-Time, Maintenance and Operations staff and work closely with Payroll Services to ensure deliverables meet payroll deadlines.
- Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
- Pro-actively identify issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
- Ensure daily functions are performed according to City Policies and Collective Agreements.
- Serve as the primary point of contact for all payroll-related matters in the absence of the Coordinator, Employee Support Services.
- Willingness to work additional hours, when necessary, to ensure accurate and timely submission of payroll.
- ** Customer Service Tasks**-
- Respond promptly to inquiries, ensuring accuracy and efficiency in addressing employee needs.
- Provide recommendations to enhance operational efficiencies across all Transit departments.
- Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
- Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
- Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
- Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.
- ** Special Projects - Analysis and Tracking**-
- Assist in the maintenance of updated payroll process maps, knowledge libraries, and off-cycle trackers to ensure accurate and efficient performance of payroll tasks.
- ** Database and Records Management**-
- Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
- Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
- Ensure the confidentiality and security of employee and departmental files.
- Track vacation, lieu and floater accruals for unionized employees and handle confidential enquiries providing analysis for resolution and decision-making. Assist with ensuring all audit requirements are met.
- ** Support Process Improvement Initiatives and Change Management**-
- Use knowledge and insights gained in working with stakeholders, analyze payroll information, identify trends and concerns, and suggest ways to improve processes or to resolve issues.
- Ensure all standard procedures are followed and provide guidance to people leaders on new payroll related processes, both verbally and through assisting in drafting SOP, so that a common understanding for Transit staff is delivered.
- Ensure tracking of unique payroll instances, to allow consistency in future occurrences.
- ** Human Resource, Administrative and Financial Support**-
- Maintain up-to-date employee and payroll files, documentation, and correspondence.
- Ensure necessary sign offs and approvals meet audit requirements and confidentiality.
- Prepare monthly union bills and assist with invoice payments as needed. Assist with providing guidance and information regarding pension and benefits inquires and update internal records and time entry regarding OMERS eligibility.
- Support annual pay outs as outlined in the ATU Collective Agreement.
- Prepare and submit Employee Data Change Forms (EDCs) for onboarding, off boarding and job-related changes.
- Coordinate with ATU executives for up-to-date information regarding long-term absences and update internal data and time entry.
- Support administrative team and functions on an as needed basis
- ** TEAMWORK AND COOPERATION**-
- Co