POSITION TITLE:
DEPARTMENT:SALARY: PAYROLL CLERK
HUMAN RESOURCES$45.33 per hour, as per BCGEU Collective Agreement
NATURE OF WORKUnder general supervision of the Manager of Human Resources, the Payroll Clerk performs a variety of advanced accounting, bookkeeping, clerical and administrative tasks and work processes required in administering the payroll function of the City. The position requires thorough knowledge of organizational and payroll procedures and functions and requires the frequent use of independent judgement and the exercise of discretion and tact in the processing of documents and information of a confidential or sensitive nature. The precise nature of the duties vary and may include financial tracking; collecting, processing and maintaining payroll data; report writing; understanding and interpreting applicable government and municipal policies, regulations, procedures, bylaws and contracts (e.g. employment and benefit); auditing accounts; producing correspondence and reports; and performing special projects as assigned.
SUPERVISION RECEIVEDReports to the Manager of Human Resources
SUPERVISION EXERCISEDProvides guidance and assistance to other staff as requested or required
ESSENTIAL DUTIES AND RESPONSIBILITIESResponsible for reviewing electronic timecard entries, performing bi-weekly payroll, and compiling payroll data from source documents ensuring that source documents have the correct authority for processing as per established and approved procedure and policy.
Responsible for processing all payroll remittances, transfers and reports as required including statutory deduction remittances and E.I. records of employment; reviews wages computed and corrects errors to ensure accuracy of payroll.
Prepares financial statements and analysis of general ledger accounts and employee records; ensures that all payroll related financial accounts are in balance and charged with the same intent as stated in the budget noting any variances to the Deputy Treasurer/Collector.
Responsible for preparing and reconciling all payroll annual reports including Municipal Pension remittances and T-4's.
Prepares journal entries for payroll as required.
Responsible for maintaining and processing related financial and employee payroll records; records changes affecting wages such as exemptions, insurance coverage, employment status, rates of pay, absences, sick leave and annual vacation, etc.
Administers payroll related employee benefit programs, such as health insurance, as required or directed.
Answers inquiries and provides information to employees, supervisors and other agencies regarding payroll related matters.
Processes and assists with completion of necessary payroll and benefit forms. Maintains a record of issued and spoiled cheques.
Maintains and updates operating computer systems and application software as required. Prepares analysis of transactions for budget preparation and audit processes.
Serves on various employee or other committees as assigned. Assists with budget preparation and maintenance of budget values.
Composes, types and edits a variety of correspondence, reports, memoranda and other material requiring judgement as to content, accuracy and completeness.
Provides administrative support within the department as required.
REQUIRED KNOWLEDGE, ABILITY AND SKILLThorough knowledge of the intermediate principles and practices of accounting.
Knowledge of office methods, procedures and the uses of standard office equipment including business machines and computer hardware and software.
Ability to make mathematical calculations with speed, accuracy and to control and balance accounting records.
Ability exercise independent judgment and problem solve
Ability to deal courteously and effectively with the public and coworkers.
Ability to identify, organize and prioritize tasks to ensure the outputs are on time. Extensive knowledge of computer operating systems.
Ability to maintain confidentiality.
Knowledge of Freedom of Information Act regulations relating to the disclosure of confidential matters of the Municipality.
PERFORMANCE FACTORS- Knowledge, Ability and Skills
- Customer Service
- Quantity of Work
- Cooperation
- Reliability
- Attendance and Punctuality
- Compliance
- Health & Safety
REQUIRED QUALIFICATIONS, LICENSES, CERTIFICATES, AND REGISTRATION- Completion of Grade 12 education or GED.
- Certification from the Canadian Payroll Association as a Payroll Compliance Practitioner (PCP) and a minimum of twelve (12) months of continuous experience as a payroll clerk for a mid-sized employer; OR Business Management/Administration Diploma from a recognized educational institution coupled with two (2) or more recent years of experience as a payroll clerk for a mid-sized employer (50 + employees).
GENERALFormal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
This is a position in the B.C. Government Service and Employee's Union.
