Payroll Coordinator

Payroll Coordinator

Job Number: 3086
Job Type: Temporary Full-Time
Temp Contract Length: 12 Months
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Human Resources
Number of Positions: 1
Department: Payroll
Division: Human Resources
Hours of Work: 35
Union: Management/Management Support
Grade: Management/Management Support Grade 03
Salary Range: $38.62 - $48.27 per hour
About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051 Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community The Role Coordinates, analyses, audits, and administers payrolls for the Region, including collecting, verifying, and processing information per policy, legislation, and collective agreements. Collaborates with Talent Acquisition, Benefits, Labour Relations, management, and employees. Provides support and guidance when working with all levels of staff to build efficiencies and ensure accuracy in running payroll functions. Ensures confidentiality in all aspects of work under tight deadlines Duties/Responsibilities

• Processes and validates weekly and bi-weekly payrolls accurately and on time, including calculating and processing earnings, deductions, taxable benefits, OMERS, RRSP, union dues, and other applicable deductions.
• Maintains accurate payroll records and related backup following confidentiality and best practices.
• Audits, troubleshoots, and updates employee records in the time and attendance system in liaison with HR, management, time and attendance schedulers, and reviews collective agreements, legislation, and policies to ensure information is accurate for final payroll processing.
• Reviews, edits, make corrections, and resolves payroll data issues prior to finalizing the payroll and generating bank files. Verifies payroll register matches bank file, transmits to the bank, and ensures bank acknowledgment is received. Recalls direct deposits as needed and follows up on rejected transactions. Prepares manual payments and calculations as required for corrections and missed payments outside regular scheduled pay runs.
• Provides technical and financial guidance to staff regarding pay-related issues, per human resources information system and time and attendance system requirements.
• Processes regional parking program requirements, including enrolments, terminations, payroll taxable benefits, adjustments, and deposits in coordination with Facilities Management. Contacts employees as required regarding pay implications.
• Enters employee changes to the human resources information system related to banking and tax exemptions. Provides clients with guidance, training, and supporting documents from CRA when required.
• Calculates, verifies, and processes manual electronic fund transfer payroll payments with Manager’s approval (e.g., vacation payments, clothing/tool allowances, termination payouts, leave top-ups). Processes termination payments under relevant codes that impact T4s and employee RRSP room. Verifies payout entitlements from Benefits and processes resignations, retirements, and deaths (e.g., sick, vacation). Advises on tax rules, expense payments (e.g., tuition, mileage expenses), and coordinates information exchange with financial institutions.
• Processes Group Registered Retirement Savings Plan (GRRSP) program requirements, including payroll deductions, employee changes, reconciliation, and liaises with the provider.
• Compiles, prepares, remits and reconciles Receiver General source deductions of Canada Pension, Employment Insurance, Income Tax, and other deductions.
• Performs year-end tasks related to payroll and preparing employee files for T4s. This includes ensuring manual adjustment entries are completed in payroll system and information is updated for Finance for reconciliation. Reconciles accounts to statements for year end balancing for tax slips (T4, T4A). Prepares for mailout within CRA deadline.
• Calculates and processes retroactive payments (e.g., job evaluation, pay differentials). Inputs retroactive amounts per collective agreement ratifications (Manager approves over $10,000).
• Interprets, calculates, and processes maternity top-up per collective agreements.
• Compiles, verifies, and issues records of employment and files online via Service Canada. Investigates and resolves queries related to employment insurance claims with Service Canada.

Additional Duties/Responsibilities

• Calculates overpayments/underpayment and consults with Manager on repayment schedules. Informs HR and escalates to Legal as needed. Processes year-to-date adjustments in human resources information system for manual electronic fund transfers, ensuring regional costs are calculated. Processes journal entries to the financial system.
• Creates/updates, modifies, runs reports and develops templates for preparation of required payments, RRSP, garnishments, union dues, Statistics Canada reports, and internal reports. Provides reports and data for use in collective bargaining and labour settlements. Compiles annual reports and summaries as needed.
• Creates and enters pay calendar/schedules per bank and corporate requirements.
• Prepares, submits and liaises regarding union dues, family responsibility office, small claims court claims and garnishments per legislation. Fulfils reporting requirements with various authorities.
• Reconciles payrolls related to clearing accounts in the general ledger to ensure deductions are properly reported and remitted. Identifies variances and takes action to eliminate year end differences. Provide requested payroll information to auditors.
• Maintains and promotes working relationships of trust and respect with internal and external stakeholders.
• Performs related duties as required (e.g., print paystubs, mail, filing, answering inquiries).

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a college diploma in a business-related field, or an equivalent combination of education and experience such as a Grade 12 diploma plus related experience.
• Knowledge and skill in payroll regulations and computerized payroll administration, generally accepted accounting principles and practices, math, and administrative procedures and protocols,
• Must have or be pursuing certification as a Payroll Compliance Practitioner recognized by the Canadian Payroll Association.
• Knowledge of and ability to comply with policies, procedures, related legislation (e.g., employment standards, income tax), pension regulations, payroll regulations, accounting standards, and collective agreements.
• Computer skills with ability to use software such as Microsoft Office, a human resources information system with payroll (e.g., SAP), computerized financial system (e.g., Oracle), computerized time and attendance system (e.g., Kronos), reporting system, and the online platform for the Region’s banking institution.
• Organization and attention to detail skills to work independently and prioritize work to meet deadlines, ensure pays are run on time, and handle multiple demands. Ability to work well under pressure daily.
• Communication skills to assist and respond to employees and outside agencies, provide information and explanations to the Manager, union representatives, and other staff regarding processes and calculations, and participate as an effective team member.
• Ability to complete standard forms, letters, memos, and reports. Ability to read and understand program information, policies, procedures, and collective agreements.
• Must provide an acceptable Police Information Check (Level 2) for bondability.
Ability to support and demonstrate the Region’s values

The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email [email protected] Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular)