Senior Manager, Payroll Services and Systems

The Role

The Senior Manager, Payroll Services and Systems has overall responsibility for the strategic leadership and direction for Douglas College’s in-house payroll services. The Senior Manager reports to the Director, Finance. Reporting into this position includes the Manager, Payroll Services and Systems, a Payroll Supervisor and Payroll Specialists. Key responsibilities include the preparation of confidential, sensitive, accurate and timely reports to support decision making by the Senior Administration of the College.
The Senior Manager applies systems thinking to further develop and enhance upon payroll systems and services through opportunity identification and implementation. In doing so takes a leadership role for the unit to improve related business processes that cross College departments.

The Senior Manager participates in long range planning by developing a vision for the unit in alignment with the Douglas College Strategic Plan.
By keeping abreast of emerging topics and trends in the legislative environment that affect payroll and benefits, the Senior Manager is a collaborative strategic partner with Human Resources and Financial Services, offering a collaborative approach to amending business practices and change management. Responsibilities This position is accountable to the Director, Finance for:

Payroll Services

Oversee the payroll unit to ensures the College’s compliance with federal and provincial legislation, government policy, and collective agreement provisions related to position responsibilities; Identifies challenges with interpretation or implementation of collective agreement provisions and provides support in analyzing payroll and benefit costs for collective agreement bargaining. Brings problems to resolution in consultation with the Human Resources department; Ensures current knowledge of technical developments in payroll legislation and practices; and Coordinates the execution of payroll for the Administrator group. Ensures that remittances are made by the Manager, Payroll Services and Systems.
Payroll Information System Along with the Director, Finance participates in the planning, developing, and implementing payroll information system that meet the information needs of the College; and Protects the integrity of College financial and payroll data and to safeguard College assets by monitoring the system through the review of reports and design of internal controls. Is well versed and ensure compliance with the College’s Information Integrity Policy. Payroll Operations and Financial Planning

Through the Manager, Payroll, Services and Systems oversees the unit and ensures professional management of payroll operations ; Develops reports, drafts policies and procedures that provide for planning and monitoring of College payroll and benefits costs. Monitors the unit’s portion of the College budget. Monitors the payroll and benefits expenditures against budget. Takes appropriate actions on variances; Ensures that the College’s financial management policies, signing authorization and system of internal controls are strictly adhered to; Works collaboratively with the Associate Director, Budgets and Planning in the preparation of the College’s annual budgets and forecasts for payroll and benefits costs; Prepares appropriate year end accruals, reconciliations and variance analysis for the external financial audit; Provides comprehensive reports to meet the needs of Responsible Administrators; Carries out special management projects which may be confidential or highly sensitive in nature; and Prepares monthly management reports, develops and reports on relevant key performance indicators (KPI’s) for the organization.
Administration

Ensures the effectiveness and competence of the payroll team members in their areas of responsibility through selecting, developing, evaluating and disciplining direct and indirect reports, as needed. With the Director, Finance prepares workforce plans to meet current and anticipated future needs of the unit, including through human resource strategies that optimize staff roles and contributions; Demonstrates leadership in Enterprise Risk Management, ensures the payroll team is well versed in their risk management responsibilities by performing operational risk assessments and developing risk mitigation plans. Maintains the unit’s risk register; Contributes to the development and annual updating of the unit’s Business Continuity Plan. Ensures that the plan is reviewed and exercised; Champions and inspires a team committed to the vision, goals and priorities of Douglas College, emphasizing the importance of inclusion, respect, equity and accessibility as integral components of all College operations, services and campuses; Ensures the review and development of College policies and procedures to improve efficiencies in the delivery of quality services within and across departmental boundaries. Prepares payroll guidelines to ensure consistency of payroll services; Ensure that the unit is well versed and in compliance with public sector privacy legislation. Responsible for the unit’s adherence to the College’s Records and Information Management Policy; Ensures redundancy in core operational knowledge with the Manager, Payroll through professional development and cross training. Ensure that management’s operational handbooks are kept current; Maintains positive working relationships with Responsible Administrators and external stakeholders; Represents the College with external auditors and regulatory bodies; and Performs other related duties as required. To Be Successful in this Role You Will Need A Bachelor’s degree in Accounting, Business Administration, professional accounting designation (CPA, Canada) and Certified Payroll Leadership Professional (PLP, Canada) designation. A minimum of seven (7) years of in-house payroll services experience at a mid to senior management level in a public sector entity. Minimum two (2) years of supervisory experience required in a unionized environment. An equivalent combination of education, training and experience may be considered. Demonstrated knowledge, ability and experience in the design, development, management and maintenance of data collection and payroll systems in a computerized environment. Ability to troubleshoot issues associated with payroll information systems. Demonstrated management experience at a mid to senior level in a large complex business or post- secondary educational setting including experience in supervision and administrative management. Demonstrated ability to make effective decisions within a collegial environment. Excellent interpersonal communications skills together with proven experience in resolving conflict. Excellent written and verbal communication skills. Ability to write professional briefing notes and executive summaries. Extensive knowledge of payroll regulations and issues of compliance. Demonstrated ability to interpret and apply policies and regulations. Demonstrated ability to model appropriate professional, ethical and collaborative behaviours consistent with the responsibilities of this position. Excellent planning, organizational and administrative skills. Ability to work well under pressure in a deadline driven setting. Experience in business workflow design and business process improvements. Demonstrated Advanced Excel skills and strong analytical skills.

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