PAYROLL PROGRAM ASSISTANT 2

City of Toronto•Toronto, ON

7d•Hybrid

About The Position

Under the direction of the Manager, Administrative Services, Program Support and reporting to the Supervisor, Administrative Services, the Payroll Program Assistant 2 will perform a variety of payroll, clerical and administrative functions, supporting Infrastructure Services (IS) and Development and Growth Services DGS Divisions.

Requirements

Post-secondary education in the fields of public administration, payroll, accounting, human resources management and clerical/administrative or equivalent combination of education and/or payroll related experience.
Considerable administrative experience specifically related to the payroll and attendance keeping/time entry functions.
Considerable experience in the application of collective agreements, corporate payroll and personnel policies, procedures, practices, and related legislation.
Considerable experience in the preparation and formatting of complex reports, charts, graphs, and statistical data using office systems including Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook, etc.).
Experience in the application of Payroll, Human Resources database systems and software applications (i.e., SAP, SuccessFactors, & ESS/MSS).
Strong analytical and problem-solving skills.
Effective time management skills.
Ability to establish effective working relationships with employees, client divisions and/or external agencies.
Ability to exercise independent judgement and discretion in dealing with confidential operational matters and information (i.e., rates of pay, employee absences or other sensitive human resources information).
Ability to work independently and carry out instructions promptly with minimal supervision.
Fundamental business mathematics skills and knowledge of general statistical techniques, or of accounting procedures.
Ability to set up and maintain manual and computerized filing systems.
Knowledge of collective agreements, corporate payroll and human resources policies, procedures, practices, and related legislation.
Ability to meet tight deadlines in a high-volume environment.
Excellent customer service skills and interpersonal skills and the ability to communicate effectively both orally and in writing, with all levels of staff, the public and other divisions.
Ability to work with attention to detail and accuracy needed for payroll and attendance reporting and maintenance of employee records.
Accurate keyboarding and proof-reading skills.
Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

Nice To Haves

Certification or enrollment in a designated Payroll Accounting Program.

Responsibilities

Receives attendance reporting information and prepares/processes payroll information.
Coordinates and inputs daily timesheets and electronic uploads of time & attendance into corporate computerized payroll/absentee system regarding departmental cost center changes, functional area codes, attendance, WSIB, lieu time, overtime, acting pay, service pay, kilometers, parking expenses, reimbursement for meal allowances, medical notes etc.
Prepares and processes personnel documentation for employees, rehires and layoffs, i.e., alternate rates, hiring and termination documents, leave of absence requests, increment letters, temporary assignment requests, etc. utilizing corporate/internal electronic systems (i.e., SuccessFactors) and paper copy forms.
Prepares, maintains, and monitors attendance records for salaried and bi-weekly employees. Calculates, verifies, and corrects entitlement for vacation, lieu, and sick bank credits, etc.
Prepares summary sheets on outstanding sick claims and doctor's certification.
Identifies, verifies, and makes arrangements for cancelled/replacement cheques.
Responds to enquiries regarding collective agreements, corporate policies, and payroll and personnel matters. Verifies, tracks, and resolves payroll matters.
Prepares and analyzes monthly, annual, and ad hoc reports on position status and on employee/organizational unit/cost center regarding salary status, alternate rates, increments, sick bank/vacation/overtime/lieu time balances and attendance management information and travel expenses.
Receives increment, suitability and promotion/evaluation forms for employees. Maintains file for increments and promotion evaluations.
Receives payroll and human resources documentation/monitors electronic reports to support Payroll transactions. Prepare documents and files pertaining to the updating of payroll records in accordance with corporate records management policies and retention schedules.
Liaises with others, divisions, sections and outside agencies.
Prepares payroll for a business unit.
Maintains payroll/personnel records (electronic) and files for audit purposes.
Reviews and integrity reports relating to electronic upload of time and attendance in SAP, follows up with divisional clients and processes amendments were applicable.
Performs daily audits and verifies input for accuracy.