1.Title: Note: Flexible work hours including some evenings and weekends will be required.

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1 C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A Employee Name: OFFICER USE ONLY 1.Title: 2. Position No: Title of Immediate Supervisor: Supervisor of Payroll 3. Level: 10 Position Title: Payroll Specialist 4. Evaluated by: Date: Department: Human Resources 5. Approved by: Date: PART B Position Summary Under the general direction of the Supervisor of Payroll, the Payroll Specialist manages the production of 48 payrolls annually. Working in a deadline driven environment, the incumbent counsel s faculty, staff, students and casual employees on matters such as taxation, various payments and deductions, T4/T4A slips, record of employment forms, etc. The incumbent provides expertise and support to various areas including senior management on payroll policies and procedures and assists in the development of payroll systems and related changes as they occur. The incumbent must ensure that all Payroll transactions are accurately calculated and that payment is produced in a timely manner for all University staff. Note: Flexible work hours including some evenings and weekends will be required. PART C Primary Duties Performed: Payroll Processing (50%) Schedules payroll deadlines on behalf of Human Resources and CCS and is responsible for ensuring the 48 payroll deadlines are met annually. Payroll Advising (15%) Communicates orally and in writing with managers, supervisors, staff, students, faculty, and outside organizations to provide information, answer inquiries and make recommendations. Handles non-routine inquiries related to Payroll; resolves problems and establishes or alters administration procedures as required Advises and instructs staff on all changes which effect the operation of the unit and provide

2 guidelines, information, and sample formats necessary. Regularly reviews the adequacy of existing Payroll processes, policies, and procedures, making recommendations and implementing changes to continually improve the services offered. Coordinates group documentation sessions facilitated by the Payroll Assistants for casual staff during peak periods. Advises and counsels University community on matters relating to statutory deductions, vacation pay, and employment standards. Advises CCS, Finance and Business Offices of any statutory changes (Income tax, CPP, El, etc.) that would affect the Payroll. Also responsible for testing and approving statutory changes prior to implementation in Payroll production. Salary Changes (5%) Manages the accurate processing of all changes that would affect an employee's salary as received from the Staffing, Compensation, and Benefits sections of Human Resources. Such changes would include promotions; transfers; leaves of absence; grant funded changes, etc. In conjunction with other sections of the department and computing services, processes bulk salary increases for collective agreement settlements and other employee groups as required. Electronic Pay System (5%) Manages electronic pay system and educates University community on its use. The incumbent is responsible for training staff within the unit as well as the University community on the use of electronic pay system and provides ongoing support and education for users. Graduate Student Payments (5%) Administer payments and changes for Graduate students including Teaching, scholarship and Research monies. Benefit Plans (5%) Acts as a plan administrator for remittances to various insurance carriers. Plans are balanced and remitted on a monthly basis with changes reported to carrier. Administers medical coverage for retired and disabled staff on a monthly basis. Prepares remittance and prepares internal documentation necessary to maintain coverage. Offers advice and expertise to complete and implement wage and benefit plan settlements for all unions and other employee groups on campus. Resolves problems in the administration of remittances to the Plan with carrier directly.

3 Collection of Monies (5%) Administers all garnishments received from Family Support plan and various other courts. From court order received, calculates amount and advises staff member of deduction amount and duration. Remits to appropriate agency on a monthly basis. Administers salary overpayments as they occur. Contact employee and negotiate a collection schedule that is appropriate and fair. Manages collection of benefit amounts for staff on leave of absence without pay and remits to Business Office with related accounting entries if necessary. Retired benefit coverage - Responsible for notifying and collecting premiums due for retired staff and faculty who elected to maintain coverage in the Group Life and Dental plans. Premiums are recorded as they arrive and then remitted to Business Office with related accounting entries if necessary. T4 Production (5%) Manages the production and distribution of T4's and T4A's to all staff. This involves: ensuring that all information is recorded to create accurate T4 totals for all staff; ensuring that Pension adjustment figures are recorded accurately for staff; and that there are no duplicate amounts if more than one T4 information slip is produced for one employee due to a change in status throughout the year. Record of Employment (5%) Signs all Records of Employment (ROE) on behalf of the University. Responds to inquiries from employees and also all levels of government agencies (HRDC) regarding application for benefit. PARTD Specifications: (to be completed by Supervisor in conjunction with Employee) 1. KNOWLEDGE: a) Minimum amount of formal education required: Completion of a four year University degree in accounting or similar course of study, as well as having attained the Canadian Payroll Association Payroll Compliance Practitioner (PCP) certification. Certified Payroll Manager (CPM) certification considered an asset. b) Minimum amount of relevant work experience required: Five years progressive payroll experience in a large scale, fast paced environment. c) Minimum amount and type of continuing study required: The incumbent is expected to maintain a detailed knowledge of the Human Resource Policies, current collective agreements, and the Employment Standards Act as they pertain to Payroll. The incumbent must continue the ongoing requirements for PCP certification.

4 The incumbent is expected to learn and maintain expert knowledge of Payroll through the study and interpretation of tax reports, interpretation bulletins, the press, seminar participation, information received concerning changes to rules and regulations regarding Income tax, CPP, EI, Pension, taxable benefits, etc. Additional Payroll information is derived through the association with the Canadian Payroll Association. Participation in seminars, courses, and conferences provides additional information on current trends and upcoming issues and legislative changes. The incumbent would be expected to foster relationships and contacts with relevant colleagues in order to network and remain expert on Payroll trends and developments. Elaborate on (a) and (b): The incumbent requires considerable knowledge and experience in the production of a Payroll. Excellent analytical and data processing skills are necessary to effectively oversee the processing of 48 payrolls annually. Some accounting expertise is essential in order to manage the reconciliation of benefit plans and statements. The ability to communicate effectively with all levels of the organization is essential, as well as the disposition and professionalism required to represent the Employee Services (Payroll) unit in a favorable manner to all levels of the organization. This requires a high degree of tact, discretion and diplomacy on behalf of the incumbent. 2. COMPLEXITY OF DUTIES: Duties in the Payroll section are deadline driven, complex, and extremely varied thus requiring quick judgment and initiative in planning, organizing, and coordinating the work of the section. Payroll responsibilities are typically carried out without reference to the Assistant Director. For example the incumbent is expected to independently manage the production of a payroll incorporating a significant amount of changes at each deadline. Sometimes these changes are of a retroactive nature adding to the complexity of processing. Information is available to the incumbent advising of legislative changes, however it is the incumbent's responsibility to interpret the changes and provide advice and guidance on the appropriate course of action for the University to take. Policies are available in the form of collective agreements, Human Resource policies, Employment Standards Act, etc. The incumbent is expected to manage within the parameters governed by these policies, however there is still a great deal of discretion and professional latitude attributed to the position. This is especially true since the incumbent is in contact with employees at all levels of the organization. The incumbent is considered the University's expert with regards to Payroll and is expected to continually seek and devise new processes and procedures with the intention of providing more efficient delivery of service. For example, calculation methods must be revised and new ones developed relating to Payroll to ensure accurate payment to staff. 3. ACCOUNTABILITY: In conjunction with the Supervisor of Payroll, S/he is responsible for the production of an accurate payroll on a timely basis. Management relies on information provided by the incumbent with minimum review as to accuracy, content and consequences.

5 Poor advice and/or inappropriate service provided could result in severe hardship and inconvenience to employees. This has significant potential to result in serious complaints at the highest levels of the organization. Errors associated with Payroll are not easily detected, and failure within the Payroll processing system could amount to significant financial loss on behalf of the University. With legislative changes, the incumbent initiates communication with Computing Services for amendments to the computer systems. Subsequent to this, the incumbent is responsible for the testing and approval of resultant system changes. Errors in accurately defining system requirements could result in major payroll system difficulty, which in turn could result in financial loss and/or complaints to the highest level of the University. 4. NATURE AND LEVEL OF CONTACT: a) Purpose of contacts: The incumbent provides advice and guidance to all levels of the University organization. a) level (check one) - regular and continuous only and as specified in Part 'C' other employees in same work unit or office the above plus students; faculty in the same work unit; or employees from other departments or offices at a similar job level to the incumbent. _X the above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university. all the above plus senior University executives and senior officials from government, private industry, other universities, etc. 5. SUPERVISION/MANAGEMENT CONTROL EXERCISED: (a) Describe the type of supervisory/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable. Shows other employees how to perform tasks or duties as required. b) Indicate the level of employees directly (not through subordinates) supervised. i _X_ primarily support ii primarily specialized technical, administrative or journeyman trades iii primarily supervisors of (ii), or managers of section consisting of (i) employees iv primarily management level c) Indicate number directly supervised. _X_

6 Signed by: Employee Date Approved by: Manager, Pension and Payroll Date Assistant Director, Talent Programs Date