Professional Position Description Section I Position Information Position Title

Professional Position Description

Section I

Position Information

Position Title Coordinator, Payroll

Position # 999706

Department Human Resources

Classification Level Excluded Professional C

Reports to Manager, Compensation and Benefits (999790)

Effective Date January 25, 2016

Position Summary

Briefly describe the main purpose(s) of the position

Reporting to the Manager, Compensation and Benefits, the Coordinator, Payroll provides expertise to all stakeholders as it relates to Payroll. The incumbent is responsible for leading the Compensation team in the processing and regulatory reporting of pay, benefits and pensions as well as for the development, implementation, maintenance and administration of all processes, policies and procedures of payroll related functions and regulatory requirements. The incumbent is also involved in the strategy and planning for payroll and benefits at the departmental level.

Duties and Responsibilities

Organize by key responsibility area and include % of time spent where possible

Payroll Coordination (25%)

 Ensures payroll and other payroll related payments and adjustments are processed accurately and on time.  Liaison with stakeholders regarding payroll processing and benefit and pension costing inquiries.  Provides continual leadership and assistance to the

Compensation Unit in the performance of their assigned duties.

 Develops pay schedules and manages payroll calendars.

 Identifies and ensures compliance in daily processing activities and identifies problems and initiates solutions and process improvements as required.  Works with Information Technology Services to

troubleshoot and address system problems as they arise.

 Verifies and authorizes payroll input, journal entries and ensures accuracy of payroll transactions.

 Ensures compliance with AU compensation principles, policies and collective agreements.

 Provides payroll related ad-hoc reports to stakeholders as required.

 Participates with the HR Management Team in departmental operational planning as required.

 Provides assistance with system updates, implementation, testing and participates in planning for new system projects.

Accounting Recording and Reporting (15%)

 Ensures accurate preparation of general ledger payroll and benefit reconciliation, in cooperation with Financial Services.

 Calculates and monitors payroll related accruals and maintains adequate supporting files for reconciliation and reporting purposes.

 Participates in process improvements relating to accruals and journal entries.

 Responsible for benefit accounting functions.

 Calculates and processes pension adjustments and reconciliation of AU pension accounts.

 Analyses accounts and develops working papers for pension and payroll year end.

 Coordinates reconciliation of receiver general accounts and prepares for distribution of T4s and T4As.

 Updates and maintains year end procedure changes and documentation.

 Reconciles payroll related general ledger accounts as necessary.

 Responsible for working with internal and external auditors as required.

 Coordinates audit schedule within unit.

 Reviews, approves and prepares payroll journal entries as required.

 Administers garnishees and special payments as required.

 Ensures confidentiality with processing sensitive information, such as terminations.

Banner Web Time Entry (25%)

 Responsible for auditing and ensuring accurate and timely completion of all time and leave reporting for payroll processing.

 Ensure all entries are submitted and approved for payroll processing deadlines.

 Provide assistance to stakeholders regarding time, leave and approvals within the Banner system.  Maintain applicable Banner Web Time Entry training

documentation and provide training to stakeholders as required.

Supervision (35%)

 Responsible for the supervision of the Compensation Team.

 Provides coverage for Manager, Compensation & Benefits as required.

Occupational Health and Safety Responsible for awareness of one's OHS Responsibilities as an AU employee and supervisor, for participating in the AU OHS Program as required, and for ensuring the participation of employees in the AU OHS Program as required.

Classification Factors

Communication All levels of communication are critically important in this

role. This position has contact with all AU departments, Executive, staff, supervisors, and department heads on payroll issues which may be sensitive in nature. Contact with external agencies like Canada Revenue Agency, Alberta Pension Services, UAPP Trustee’s Office, Workers Compensation Boards from all provinces, internal and external auditors, Statistics Canada, banking centres, benefit carriers and the HR system vendor.

Works with HR staff at all levels on collective agreement interpretations and implementation of new or revised contract articles affecting compensation and benefits production and administration.

Works with Financial Services staff on ensuring chart of account changes are implemented and recording of settlements are accurate.

Supervision This position is responsible for full supervision of the

Compensation Unit within Human Resources.

Impact of Service or Product Providing or implementing incorrect information has

implications that could result in committing the University to certain courses of action, grievances, or poor public relations both internal and external to the University. Errors or omissions could subject the institution to costly fines and audits.

Independence of Action The incumbent exercises judgment in processing and

reporting information. This position works independently escalating items for clarification only where no precedents are set. Analysis, reporting and recommendations are reviewed by the Manager, Compensation and Benefits for soundness and conformity to policy.

Complexity Requires an in-depth knowledge and independent judgement

and application of Banner, payroll administration, general accounting practices, federal and provincial legislation, pension plan regulations, collective agreements, employment contracts and University policies and procedures.

Planning This position is required to adhere to payroll and payment deadlines and plan Unit work accordingly. This position may also be involved in Departmental strategic and operational planning as a member of the Human Resources Management Team.

Signatures for Section I

Incumbent's Signature __________________________ Date ___________________

Supervisor's Signature __________________________ Date ___________________

Section II

Qualifications

Includes education, experience, skills, abilities and any other special qualifications required. The qualifications relate to the position not the incumbent

Undergraduate degree in a relevant discipline, certification as a payroll Compliance Practitioner (PCP), plus 5 years of experience in a wide variety of Payroll, Benefits and Pension functions at a supervisory level required. Client focused, strong communication and organizational abilities, attention to detail, accuracy and follow through is required. The incumbent must be a team player, proactive, and able to effectively lead and facilitate groups towards achievement of work goals and deadlines. Experience in accounting and report writing considered an asset. Experience working in a unionized environment considered an asset. Strong knowledge of payroll systems, including Human Resources Information Systems (Banner) preferred. Career progression towards a Certified Payroll Manager (CPM) or Certified Professional Accountant (CPA) considered an asset. An equivalent combination of education and experience may be considered.

Signatures for Sections I and II

Department Head Signature _________________________ Date ___________________

Executive Officer Signature __________________________ Date ___________________