Edmonton Catholic Schools is now accepting applications for the position of HUMAN RESOURCES MANAGEMENT SYSTEM- (HRMS) DATA ASSISTANT (Existing position) Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 34,000 students and 3,000 employees in 88 schools and other sites. This position is responsible for the management of job data information for all employee groups. The job data relates to district employees from onboarding and throughout the full employment cycle. The job is accountable for the accurate data entry and confirming the validity of information through a post-audit on source documents and workflow transactions. The job works closely with the Staffing Unit and Employee Relations Unit in processing transactions that impact employee earnings. The job responds to pay and benefit inquiries and manages position control and job codes information. The job is also responsible for providing significant support to HRMS project work which has a district-wide impact and supports the department s business, operational and strategic plans. This is a 12 month, Out of Scope, Level 3(currently under review), full-time position with a salary range of $52,832-$66,040 to commence as soon as possible. Primary Responsibilities: Inputs hiring documentation and ensures workflow has been distributed appropriately; Inputs appropriate leave plans, reviews accruals and takes necessary steps to ensure accurate information; Investigates and audits payroll transactions such as retroactive salary adjustments, placement on pay ranges and changes in work schedules, FTE changes, earning distributions; Conducts general ledger code investigations, analysis and identifies problems and solutions; Develops and maintains process documentation; Assists with training activities and initiatives; Assists with system analysis and projects. Qualifications: Diploma in Business Administration or Finance; plus three years directly related experience in a unionized environment; Knowledge of electronic Human Resource management systems (HRMS), electronic attendance systems (AESOP) and financial systems; Microsoft Office XP, databases and spreadsheets; Knowledge of pay and benefit policies, procedures practices, legislation and regulations, collective agreements, HR policies, procedures and principles; Knowledge of basic accounting principles and practices, and financial policies, regulations and procedures; Understanding of pension plan administration, staffing, employee relations and compensation principles. For further information, please contact Michele Boczkowski at michele.boczkowski@ecsd.net. To apply, please email a letter of interest and resume by 4:00 p.m., Friday, June 21, 2013 to: Corinne King, Manager, Staffing Human Resource Services resumes@ecsd.net We thank all candidates for their interest. Only applicants considered for the position will be contacted.
JOB IDENTIFICATION: Incumbent: Vacant Working Title: HRMS Data Assistant (Position #2898) Current Classification Level: 3 under review Requested Classification Level: Supervisor s Name: Supervisor s Working Title: HR Business Analyst Location: Catholic Education Services Department: Human Resource Services Program: Pay and Benefit Services PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization. The job is responsible for the management of job data information for all employee groups. The job data relates to district employees from onboarding and throughout the full employment cycle. The job is accountable for the accurate data entry and confirming the validity of information through a post-audit on source documents and workflow transactions. The job works closely with the Staffing Unit and Employee Relations Unit in processing transactions that impact employee earnings. The job responds to pay and benefit inquiries and manages position control and job codes information. The job is responsible for providing significant support to HRMS project work which has a district-wide impact and supports the department s business, operational and strategic plans. JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance. 1. Job Data Management Inputs hiring documentation and ensures workflow has been distributed appropriately Maintains accuracy of all onboarding and employment data Assists in resolution of day-to-day system and process issues Conducts analysis of job data information to identify and correct errors Confirms accuracy of source documents and verifies receipt of documents Inputs appropriate leave plans, reviews accruals and takes necessary steps to ensure accurate information Calculates leaves and adjusts compensation accordingly Reviews and processes salary adjustments, grid increases and Ensures recently appointed substitute staff are hired on the HRMS Develops and maintain documentation in accordance with data management procedures 2. Payroll and Earnings Distribution/Financial Completes complex payroll related transactions such as retroactive salary adjustments, placement on pay ranges and changes in work schedules Works with payroll staff to resolve issues, problems relating to retroactive salary adjustments Conducts general ledger code investigations, analysis and identifies problems and solutions Verifies and maintains position, job code data and working titles 3. System Processes and Projects Develops documentation of for HR processes Assists supervisor with projects and priorities Works with district teams and working committees Performs user acceptance testing and troubleshoots problems Assists with training activities and initiatives Page 1
JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance. 4. Audit and Reporting Acts as contact for reporting and day to day operational requests during supervisor s absences Reviews month-end data for accuracy and missed information Collaborates with Payroll Coordinator and manager on daily operational and processing issues Responds to inquiries within the district regarding HRMS reporting access and generating reports 5. Related Duties Provides cover-off in the unit during absences Trains unit staff on HRMS processes to facilitate cover-off during absences Assists in distribution of T4 slips and other bulk mail outs Participates in team and department meetings Recommends changes in administrative process Assists department staff with peak workloads, special projects and events ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the size of the job. Attach a complete Organization Chart that includes supervisor, peers, direct reports and staff. This position supports the delivery of pay, benefits, and HR services for approximately 3400 employees in in these groups: Edmonton Catholic Support Staff Association Alberta Teachers Association Alberta Union of Provincial Employees Out of Scope The job provides cover-off when other Pay and Benefit staff are absent and is expected to maintain a level of knowledge in the areas of payroll, pension and benefits administration and HRIS for that purpose. Overall the work has cross-district impact. The job is expected to maintain and ensure the accuracy of HRIS data including but not limited to: position management, job codes, departments, locations, position management, earnings distribution, individual salaries, full-time equivalent (FTE), leave accruals, personal data, terminations, retirements, General Ledger coding. The work focusses on employment cycle activities including: hiring, job reclassification, salary administration, earnings and position distribution, negotiated increases and pay reviews, Full-Time Equivalent, employee transfers, return to work and rehabilitation employment arrangements, leaves of absence, terminations and retirements. REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job s purpose. Job Title Job Responsibilities None CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.). Contact Nature and Purpose Frequency HRS staff To provide and exchange information Daily To resolve problems To collaborate on projects and initiatives Financial Services To interpret policies, procedure, processes, regulations and legislation. Daily Page 2
Information and Infrastructure Technology Services staff District staff Former staff Information technology service providers Auditors (internal and external), Project working committees To resolve problems and provide alternatives solutions. To ensure information is relayed, processed and records are updated accurately. To respond to questions and provide information relating to payroll transactions To obtain information relating to HRIS, data and processing To receive direction and share best practices To provide and gather information To explain payroll information, resolve problems, interpret policies and procedures To provide and gather information To explain payroll information, resolve problems, interpret policies and procedures To obtain information relating to HRMS, data and processing To receive direction and share best practices To respond to questions and provide information To resolve problems To participate and collaborate on projects workloads, meetings and updates On-going On-going Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job. Knowledge and Experience Competencies Diploma in Business Administration or Finance; plus three years directly related experience in a unionized environment. Knowledge of electronic Human Resource management systems (HRMS), electronic attendance systems (AESOP) and financial systems; Microsoft Office XP, databases and spreadsheets Knowledge of pay and benefit policies, procedures practices, legislation and regulations, collective agreements, HR policies, procedures and principles, Knowledge of the basic accounting principles and practices, and financial policies, regulations and procedures Knowledge of FOIP and records management principles and legislation. Understanding of pension plan administration, staffing. employee relations and compensation principles Understanding of the department and district programs, business and operations, and school organizational structures Understanding of district and department policies and procedures, programs and operations Strong analytical and problem solving skills with the ability to research solutions Strong written and oral communication skills and the ability to explain technical information to stakeholders Strong time management skills and the ability to manage projects, balance conflicting priorities and work within specific timelines Attention to detail and the ability to work with numbers Good team work skills with the ability to work independently, with minimal, or no supervision and as part of a team Ability to be flexible and establish rapport and trust in working relationships with a range of stakeholders Ability to explain human resource transactions, regulations and collective agreements to staff Ability to perform complex tasks on own initiative using considerable judgment Commitment to confidentiality Page 3
Organizational Chart ASSISTANT SUPERINTENDENT Application Analyst 3 OOS Level 6 0.50 FTE *** Manager, Pay and Benefit Services OOS Level 9 Pay and Benefit Assistant OOS Level 3 Pay, Benefit and Pension Assistant OOS Level 3 HR Assistant Payroll Hourly and Pay Data AS 5 HR Business Analyst OOS Level 5 Payroll Coordinator OOS Level 5 PeopleSoft Consultants HRMS Data Assistant OOS 3 HR Assistant Payroll Certificated AS 5 HR Assistant Payroll Classified AS 5 Benefit Program Assistant OOS Level 3 Human Resource Services Pay and Benefit Services June 2013 Signatures The signatures below indicate that the incumbent, supervisor and principal/director have read, discussed, and agreed that the information accurately reflects the work assigned. Incumbent Supervisor Manager Name Signature Date Name Signature Date Name Signature Date Page 4
This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District s human resources program. If you have any questions about the collection of this information, contact the Assistant Superintendent, Human Resource Services 780 441-6061. Page 5