Position No. Job Title Supervisor s Position HR/Payroll Business Systems Analyst Manager, Financial Systems Management (HR/Payroll System)

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position HR/Payroll Business Systems Analyst Manager, Financial Systems Management (HR/Payroll System) Department Division/Region Community Location Finance Financial Systems Management/HQ Iqaluit W. G. Brown Bldg, 2 nd floor Fin. Code: 03630/01/1/111/ /01/ PURPOSE Main reason why the position exists, within what context and what the overall end result is. Reporting to the Manager, Financial Systems Management (HR/Payroll System) the Payroll Business Systems Analyst (Analyst) works with the team responsible for the integrity of the GN s Financial Systems. More specifically, this position provides analytical services for the design, development, implementation, maintenance and enhancement of the fully integrated Human Resource/Payroll System supporting the Compensation Services provided to approximately 3,000 Government of Nunavut (GN) employees by the Department of Finance, in Headquarters and three regional offices. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? The HR/Payroll Business Systems Analyst troubleshoots all reported Integrated Human Resources and Payroll system problems, analyzing reported problems, interfacing directly with Vendor Support group and the Informatics and Planning Services Division of the Department of Community and Government Services to get problems corrected as quickly as possible and ensures the continued effective and efficient processing of the GN s Payroll which pays approximately 3,000 employees on a bi-weekly basis. The fully integrated Human Resource/Payroll System consists of approximately 12 modules, 6 of which are directly supported by the Analyst and for which support and training are provided to approximately 500 end users who are widely disbursed in communities across Nunavut. The Analyst makes recommendations regarding system design & development and implements approved alternatives to current system or business practices. Design and programming decisions are made regularly such as changes in calculations, validation routines and mandatory data, content of programs, testing plans and timing of releases into production. This position is critical to the ongoing support of the Human Resource and Payroll systems and therefore enables Pay and Benefits Officers and Departmental HR Practitioners to carry out their duties. The Analyst completes the responsibilities of the position in accordance with industry standards, collective agreements, employee handbooks, human resources manual, policies and procedures to ensure effective and efficient system performance and providing a system that meets the needs of the GN. The Analyst is also responsible for ensuring there are effective information transfers (interfaces) between Payroll to the Financial System and all external electronic interfaces and the GN controls expenditures effectively and efficiently in accordance with Generally Accepted Accounting Principles (GAAP) and is transparent in the reporting of expenditures on behalf of the public. It is imperative all interfaces are Page 1 January 8, 2013

2 completed accurately, efficiently and in a timely manner. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. The HR/Payroll Business Systems Analyst is responsible for maintaining the GN s Integrated Human Resources and Payroll System by: Troubleshooting, analyzing and correcting production problems as reported by End Users or noted during system processing or testing; Developing detailed functional and modification specifications and design documents for enhancements and modifications to the system where it does not meet the legislative, policy or business requirements of the GN or where changes are necessary to ensure that system applications and procedures are compatible with industry standards and support business processes and requirements of End Users; Developing detailed test plans, business and functional testing of all system modifications and programming changes to ensure the modifications operate as outlined in the specifications and do not adversely affect other areas of the system; Working with the Technical Analysts and End Users to test completed designs prior to implementation; Completing documentation of each system modification ensuring each modification file includes specifications, programming change details, completed test plans and samples of test data; Setting up and maintaining all system tables for payroll officers to ensure the acceptability of all new table values for all parties; and Working with the Human Resource Business Analyst to maintain all aspects of database and application system security for all users including the creation of secure User Profiles. The HR/Payroll Business Systems Analyst is responsible for providing system support and training to over 500 End Users by: Providing daily support to various levels of system users ranging from low end users with view-only access to high end users that have full data entry and payroll processing capability. The end users supported include Departmental Human Resource Practitioners, Regional School Operations Office Human Resource Practitioners, Regional Compensation Practitioners, Iqaluit Payroll & Benefits, Labour Relations, Job Evaluation and Departmental Directors of Corporate Services; Developing and processing ad hoc queries for information against the database as requested and required by system users; Providing support to the Collective Bargaining Committee and the Budgeting and Evaluation group in extracting data from the system to be used in costing for bargaining, budgets and forecasting; Page 2 January 8, 2013

3 Producing detailed End User System Manuals which are easily followed and accurate; Conducting and preparing for end user group training sessions for new users and new functionality, including developing training plans and timelines, organizing training agendas, developing training exercises, planning for timely database refreshes and preparing data for use in training sessions; and Disseminating information related to changes to all end users in a timely, accurate and clear manner. The HR/Payroll Business Systems Analyst ensures continued effective and efficient Integrated Human Resources and Payroll System operation by: Developing regular and special run schedules for payroll processing at the appropriate time to ensure accurate and timely payroll processing and reporting to insurance carriers, Revenue Canada and other third parties. Implementing scheduling changes required around statutory holidays to ensure deadlines continue to be met. Providing documentation and assistance to The Manager, Financial Systems Management (HR/Payroll) in initiating the daily, bi-weekly, monthly and year end processing requirements for Payroll and ensuring integrity of updates to the database and interface files to the government financial system, the banks, Revenue Canada, Statistics Canada, Auditor General and the GN s pension providers. The HR/Payroll Business Systems Analyst is responsible for ensuring the continued effective and efficient processing of the GN s Integrated Human Resources and Payroll System Design and Development by: Providing analytical services for the design and development of the system due to new functionality implementations or large changes required as a result of collective bargaining including business impact analysis, testing and implementation of projects. Conducting and participating in workshops and walkthroughs with End Users including Human Resource practitioners, Payroll practitioners and Financial Staff to analyze and identify business and user requirements. Analyzing the capability of the system to implement new requests or requirements (fit gap analysis). Preparing detailed Fit Gap documents, which explain implications of the change, what fits, what does not fit and available options for implementation of changes. (Options include workarounds such as changing business processes outside of the system and changing system code for customization). Analysts are required to include estimates on expected effort for changes. Developing Business Process and System Process Flow Charts for all Human Resource and Payroll business processes. Other related duties as assigned by the Manager and Director 5. KNOWLEDGE, SKILLS AND ABILITIES Page 3 January 8, 2013

4 Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. The HR/Payroll Business Systems Analyst should have: Knowledge and proven skills and ability in Information Systems design, development and support in a production environment; Knowledge, skill and ability in system analysis and problem solving; Human relations skills in order to provide effective user support and conduct walkthroughs; Ability to organize, communicate effectively and think and act in a logical manner; Ability to translate business and legislative requirements into detailed specification documents; Knowledge of Acts, Regulations and procedures applicable to Human Resources, Payroll and Finance; Knowledge of computerized spreadsheets, word processing software, presentation and other applications in order to produce design documents, specifications, training materials and user manuals; and Knowledge of client-server applications/oracle systems, as well as large-scale core administrative computing systems is essential. These skills are usually obtained with a university degree in Computer Sciences, and 2-3 years of experience as a HR/Payroll Systems Analyst or extensive experience as a Senior HR/Payroll Administrator/Manager working with large scale computerized payroll systems. They can also be obtained with a Community College diploma in Computer Sciences and 4-5 years of experience as HR/Payroll Systems Analyst or extensive experience as a Senior HR/Payroll Manager/Administrator. 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. Physical effects are experienced due to prolonged interaction with computer monitors in a sitting position. Eye strain, back discomfort and keyboard induced tension may be experienced. Problems may be experienced with some regularity. Workload and working environment result in limited opportunity for the incumbent to control these effects. Page 4 January 8, 2013

5 Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. The position works in a normal office environment. There are requirements for visits to remote sites for training 1-2 times per year. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgments to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. There is intense prolonged need for sensory attention while troubleshooting, reviewing and analyzing data and developing detailed specifications. Eyestrain and back discomfort are common problems. Many lengthy meetings are required for planning, brainstorming, business analysis and walkthroughs. A prolonged need for sensory attention is required in order to capture very detailed information. Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. At times of implementation of new functionality, upgrades to software or implementation of changes due to collective bargaining the Payroll Business Systems Analyst is required to work very long hours in order to meet deadlines. This can cause a significant disruption in lifestyle. Mental fatigue is common as a result of heavy workloads, multiple deadlines and intense analytical work. Imposed unexpected and competing demands frequently cause high levels of stress and mental fatigue. 7. CERTIFICATION Employee Signature Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. Page 5 January 8, 2013

6 Deputy Head Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. Page 6 January 8, 2013

7 8. ORGANIZATION CHART Please attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Page 7 January 8, 2013