Reporting directly to the Manager, Financial Services, the Payroll & Benefits Specialist is responsible for performing complex tasks in relation to the timely, complete and accurate processing of the bi-weekly payroll for all hourly, salary, union and non-union college employees, Board of Governors members and student employees. Duties include calculation and verification of wages, enrollments, changes and premium administration for several benefit plans, pension plans and maintaining complete and accurate employee files. This position also liaises with a number of internal and external stakeholders regarding a variety of matters, including wages, benefit and pension plans and software issues.
The Payroll & Benefits Specialist will ensure that activities are done in an ethical manner and in accordance with College policies and procedures. The Payroll & Benefits Specialist is aware of the Mission and Values of North Island College, incorporating and practicing the values in the performance of their duties.
- Job Knowledge
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills
Duties and Responsibilities
1. Responsible for all aspects of a pay, from initiation to exit and then processing termination through resignation or retirement.
2. Responsible for creating and processing off-cycle payrolls.
3. Accurately process, in a timely manner, Employment Appointments forwarded by HR, Continuing Education contracts, and timesheets, ensuring adherence to all relevant policies and procedures, collective agreements, and current government regulations. This may involve multiple appointments, timesheets or contracts for one employee resulting in complex calculation and entry.
4. Accurately processes paid and unpaid leaves, contract amendments, wage, salary increments and retroactive payments, and corrections ensuring adherence to all relevant collective agreements, policies, procedures, and current government regulations. This position also calculates and prepares SEB payments for employees on maternity and/or parental leave.
5. Responsible for verifying the payroll data for accuracy, correcting any errors, or omissions, and ensuring the completion of the bi-weekly payroll by the strict time-sensitive deadline.
6. Develops and maintains spreadsheets for the purposes of data entry verification and reconciliation.
7. Transmits the direct deposit file to the bank and processes transfer of funds. Independently investigates and resolves any incomplete transactions, including rejected funds and other processing problems.
8. Adds, updates, verifies and deletes employee enrollments for a variety of benefit plans. Consults with all appropriate stakeholders regarding missing, or inaccurate information and forms.
9. Calculates, then requests and tracks benefit invoices for employees on STD, LTD or LOA.
10. Responsible for creating journal entries for the General Ledger for payroll adjustments.
11. Responsible for serving as a main point of contact for Payroll & Benefit related matters. This includes, but is not limited to, answering queries from employees, responding to supervisor queries regarding process and also working closely with Human Resources.
12. Responsible for maintaining all relevant filing systems within the guidelines of the Freedom of Information and Protection of Privacy Act.
13. Accurately calculates and prepares Record of Employment according to current Service Canada instructions and legislation. Prepares amendments to Record of Employment due to missing and/or late information.
14. Accurately completes form requests for information from Federal and Provincial agencies, such as Service Canada and/or Canada Revenue Agency.
15. Calculate and process garnishments to compliance and make Request for Payment to appropriate stakeholder.
16. Creates, updates and maintains the payroll procedures documentation in OneNote.
17. Establish effective liaison with internal and external contacts in a facilitative manner regarding a variety of Payroll/Benefit related matters.
18. Maintains current knowledge of multiple NIC Collective Agreements, NIC group benefit plans, BC Pension plans, procedures and practices of the HR/Payroll Colleague Database System.
19. Maintains current knowledge of frequently changing legislation and practices related to various government bodies. Responsible for monitoring the regular legislative changes within Service Canada and/or CRA and responding accordingly within the Payroll system.
20. Provides training for incoming staff and/or co-operative education students, as assigned.
21. Performs relief Reception duties on a rotation basis as assigned by the Manager.
22. Performs other related duties as assigned by the Manager.
Required Education & Experience
1. Business Administration Diploma with Accounting and a Canadian Payroll Association PCP certificate. Maintain professional designation with CPA with yearly requirement of professional development hours.
2. Minimum three to five years of current payroll experience, including benefit administration, preferably in a complex multi-union environment.
Required Knowledge, Skills, & Abilities
1. Sound knowledge of the methods, principles and practices involved in the preparation, calculation and processing of payroll and benefits.
2. Updated knowledge of and ability to administer legislated acts and regulations relating to payroll and benefits
3. Recent intermediate knowledge of Excel, Word and Outlook.
4. Recent experience with web-based benefit administration.
5. High level of accuracy and detail orientated with thorough follow-up skills is essential.
6. Excellent interpersonal, oral and written communication, and customer service skills, with demonstrated ability to exercise tact, good judgment and diplomacy.
7. Strong organizational, multi-tasking and priority management skills are required to efficiently meet tight deadlines and ensure accuracy of work while under pressure, time constraints and with constant interruptions.
8. Investigative, problem solving and analytical skills required.
9. Proven recent experience working with a financial database; Colleague experience an asset.
10. Ability to conscientiously handle sensitive and confidential information and documentation in a discreet and professional manner.
11. Ability to positively contribute in a team environment, using effective team behaviours such as active listening, sharing, team participation and contributing to shared team goals.
12. Responsible for the standard and consistency of own work, with strong attention to detail and ongoing learning.
13. Proven ability and willingness to quickly learn and apply new skills and knowledge brought about by rapidly changing information and/or technology.
- Applicants should be prepared for testing
Special Instructions to Applicants
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.