Job Number: 4881
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Human Resources
Number of Positions: 1
Department: Payroll
Division: Human Resources
Hours of Work: 35
Work Schedule: Mon-Fri, 8:30 AM-4:30 PM, hybrid: 3 days in-office / 2 days remote
Grade: Management/Management Support Grade 03
Salary Range: $71,871.80 - $89,835.20

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.
• Creates and enters pay calendar/schedules per bank and corporate requirements.

Additional Duties/Responsibilities

• 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.
• 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.
• 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.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [redacted], or by calling our Service First Contact Centre at phone number [redacted].

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

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).