(Q-88) Payroll Coordinator

(Q-88) Payroll Coordinator

10 Oct
Toronto Transit Commission

10 Oct

Toronto Transit Commission


The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy." General Accountability

Reporting to the Manager – Payroll Time and Attendance the incumbent is responsible for performing a series of control functions designed to ensure the accurate and timely processing of payment of salaries and wages, attendance management, cost distribution, and statistical reporting in accordance with Corporate Policy, negotiated regulations and legislative requirements to all TTC employees. Ensures all payroll-processing jobs are performed in proper sequence to produce employees pay and associated payroll information on schedule. The incumbent is also responsible for answering inquiries with respect to payroll information, pay practices, maintenance of proper attendance records, and other payment issues as they pertain to the collective agreements and Policy. 

Key Job Functions

- Ensures all payroll information received from work locations, including the Record of Employees Off Duty, Other Special Duties, Training Sheets, Extra/Unscheduled Service Reports, Statement of Late-In Time, Charter Waybills, On-Line Attendance Reporting System (OARS), Wheel Trans data capture system and other forms authorized by divisional management for completeness and accuracy

- Analyses and verifies all information entered is in accordance with current Slip Regulations, Corporate Policy, ESA Rules and Collective Agreement(s)

- Inputs and maintains pay information into the payroll system

- Identifies, analyses and reconciles payroll information irregularities through the use of payroll reports, OARS and the Personnel Payroll System (PPS)

- Closes off systems in proper order to ensure proper setup for following week

- Ensures all rate changes are in accordance with the Salary/Wage Administration Policies, Corporate Policy and Union Agreements

- Identifies suspicious payment entries, investigates and taking appropriate corrective action as required

- Provides assistance to Employees, Service Centre Coordinators, Divisional Clerks, Payroll Administrators, Divisional Managers, Human Resources and Union Representatives to resolve discrepancies and answer inquiries relating to payroll for all employees

- Forwarding pay information to the Senior Payroll Coordinator and Manager for unprecedented, incorrect, or questionable payroll entries authorized by divisional management

- Co-ordinates the payment of employees transferring between divisions and payrolls to ensure no duplication or other overpayments

- Co-ordinates the payment of outstanding vacation time or floater time in accordance with Corporate Policy and SBA By-Laws for employees’ transferring to the Inactive Payroll

- Verifies daily/weekly time reconciliation statements and ensuring that time has been accurately recorded

- Ensures appropriate individuals are notified should errors cause discrepancies in an employee’s pay

- Arranges for Cash Wage Vouchers at the request of divisional management, employees, or union executives

- Authorizes the final run of all employee payroll once all reviews and analyses have been completed

- Performs a variety of duties to ensure that all Out of Period Adjustments (OOPA) and Supplementary are inputted accurately

- Monitors and controls Statutory Holiday Banks, Birthday Floater Banks and Vacation records for Staff and Union employees

- Prepares a series of daily summary reports

- Ensures mileage forms are accounted for and that mileage payments are processed through the system accurately

- Prepares various statistical reports for the daily reconciliation of paid and unpaid time

- Assists in the provision of training sessions to payroll administrators and divisional clerks as required

- Audits work location time and attendance records on an annual basis to ensure they are complete and properly authorized and reporting to senior management on any anomalies or concerns identified

- Monitors, provides guidance, and acts as the main resource for all payroll coordinators across the TTC

- Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies


- Use office technology, software and applications

- Communicate in a variety of mediums

- Plan and organize activities / projects to meet section and organizational goals

- Understand and apply relevant laws and regulations

Education and Experience

- Completion of a post-secondary college diploma or university degree in a related discipline or a combination of education, training and experience deemed to be equivalent including prior or related exposure to collective agreement regulations, and payroll administration practices and procedures

- Completion of Canadian Payroll Association courses – Account I & II and Business Administration courses as assets

Additional Requirements

- Must have payroll experience with time evaluation and payment, attendance management, cost distribution, and statistical reporting, in accordance with policies and regulations

- Must have experience auditing or fact checking for accuracy and compliance

- Must have payroll experience within a unionized environment

- A good working knowledge of personal computers and applications including Microsoft Word, Excel and Outlook is necessary as are good keyboarding skills and a sound knowledge of modern office administration, practices, procedures and equipment 

- Must possess sound judgement and good time management skills in order to prioritize work and meet strict established deadlines

- Attention to detail is critical for the purposes of assessing information from a variety of sources

- Critical thinking skills with the ability to identify discrepancies/anomalies and make required changes in limited time frames

- Must have, or rapidly acquire a comprehensive knowledge of SAP, SuccessFactor and TTC Mainframe programs (PPS, OARS, RABS, OOPA)

- Must have, or quickly acquire, a comprehensive knowledge of TTC and departmental policies and procedures related to the work performed as well as knowledge of payroll administration procedures, Collective Agreement Regulations, Slip Regulations, Vacation Selection and Eligibility Regulations, pertinent SBA By-Laws, At-Work Program Guidelines, Employee Wage and Salary Administration Procedures, pertinent divisional procedures, Seniority Regulations, Board Period Selections, pertinent Service Planning Procedures, Attendance Management Guidelines, administrative practices and procedures inherent to Payroll Time and Attendance

- Must have, or rapidly acquire, a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQ(IA+) community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability.

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