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JOB TITLE: Payroll Officer – Staff Bargaining Unit DEPARTMENT: Financial Services POSITION STATUS: Permanent, Full-time (35 hours/week), OSSTF LOCATION: Sault Ste. Marie and Brampton SUPERVISION RECEIVED: Director, Financial Services SUPERVISION EXERCISED: Student Assistants
Primary Functions
A. Payroll Administration/ADP Payroll System Functions 60%
B. Month-End Processing 20%
C. Year-End Processing 10%
D. Other Administrative Duties 10%
Total 100%
This position reports to and is accountable to the Director of Financial Services and is responsible for performing tasks involved in the preparation and execution of payroll and benefit services in an efficient and effective manner. Final responsibility for completion of the payroll cycle; must ensure accuracy of all payroll data and year end payroll procedures. In addition, this position provides specialized administrative work in processing payroll and benefits information and record keeping.
Responsibilities
Payroll Administration
Prepare the semi-monthly payrolls for both union and non-union employees within strict deadlines
Balance payroll and submit accurate payroll reconciliations monthly for Algoma University and the institutes
Prepare EHT/WSIB monthly submissions for Algoma U and the institutes
Manage daily work activities related to payroll administration, including independent contractors, contractors and freelancers
Verify and process payments such as retroactive salary increases, calculations for unusual circumstances, maternity/parental leave, sick leave, severance/termination pay
Review and validate the accuracy of all payroll data through pre- and post-audit reports
Respond to payroll & benefit inquiries from employees, managers, Human Resources, CRA, HRDC and external agencies
Act as a resource on all payroll related matters for employees and business units
ADP (Payroll System) Functions
Maintain the accuracy and completeness of all payroll data fields within ADP for parent company and institutes
Ensure each employee is paid in accordance with their employment contract and collective agreements (if applicable); set up with appropriate recurring pay elements
Benefits Administration
Prepare regular payments to benefit carriers and ensure correct deductions/benefits are allocated to employee records
Verify and set up eligible new employees, status changes, terminations, waivers, and changes in benefit plans
Provide benefit information for various reports and reconcile insurance premium invoices
Maintain up-to-date files on pension contributions and group RRSP contributions
Calculate and input Pension Adjustments for plan participants
Ensure employee contributions do not exceed CRA annual limits
Year-End Processing
Communicate year-end details and timelines to all employees and respond to year-end inquiries
Balance and submit T4/T4A summaries for Algoma U and institutes
Ensure accuracy of pension and group RRSP contributions for notes to Financial Statements
Provide payroll information for Charity Return and assist external auditors as required
Other Administrative Duties
Answer inquiries about organizational personnel policies and collective agreement provisions
Stay updated on payroll issues due to changes in legislation and collective agreements
Ensure proper transmittal of information and distribution of funds according to elections
Process scholarships/bursaries issued to students and update ADP files for manual cheques
Prepare Records of Employment as needed and submit electronically to HRDC
Provide salary information to staff, faculty, administration, sessionals and students related to contract interpretation and step increases
Maintain and process AUC Work-study, Ontario Work-study, Financial Aid Summer Student Program, and International Work-study Program; prepare monthly reports for FAO
Work with Institutes to determine salary/benefits offered to new hires based on government funding
Assist in developing payroll procedures and ensure compliance with Algoma U policy and payroll legislation
Monitor opportunities for improvement and propose recommendations to the Director of Financial Services
Other related duties as required
Working Conditions
Multiple deadlines, multi-tasking, and high accuracy required
Frequent interruptions from staff and faculty
High concentration required due to prolonged computer use
Administrative office setting during regular hours
Ability to solve problems with minimal supervision
Schedule and manage multiple work assignments per plan, adapting to changing priorities
Minimum Qualifications
Undergraduate degree in business and/or accounting; CPA (Certified Payroll Associate) preferred
2 years of related work experience preferred
Knowledge of payroll concepts, legislation, accounting, calculations, and terminology preferred
Experience with Payroll, Excel, and Word applications
Strong administrative, record keeping, and organizational skills
Good interpersonal skills; team player
Ability to interact courteously with the public
Commitment to understanding AU’s Special Mission and the Seven Grandfather Teachings
Please submit a resume and cover letter (combined PDF) to
[email protected] no later than 4:00 p.m. on Thursday, June 2, 2022.
Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal prospect employer. The university invites applications from all qualified individuals who would contribute to diversification of our Institution, including equity-deserving groups traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons).
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, accommodations will be provided upon request by Algoma University throughout the recruitment process for applicants with disabilities.
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