Description
St. Albert Public Schools is currently seeking applications for a Payroll Administrator to work with our Division Office Payroll team.
St. Albert Public Schools has 16 schools and a number of division service departments operating within the City of St. Albert. The Payroll Administrator is responsible for coordinating the two person payroll department; preparing and processing monthly both non-union and union payrolls as well as the associated benefit programs covering over 900 regular and 200 casual employees in accordance with the two (Alberta Teachers Association ATA and Canadian Union of Public Employees CUPE) collective agreements; administering and reconciling benefit accounts; preparing basic payroll journal entries and reconciling payroll related general ledger accounts; maintaining and updating the PowerSchool Atrieve payroll system; preparing annual reports including T4’s and benefit summaries; and other reporting. This is a non-unionized position with a full benefit package.
The role of this position is to ensure the timely and accurate processing of payroll and benefit payments, and maintenance of financial and historical records in accordance with government and board regulations. The ability to work with minimum supervision is essential, along with strong organizational, technical and supervisory skills. Confidentiality is of utmost importance.
Requirements
Typical duties include, but are not limited to:
- The preparation and processing of union (ATA & CUPE) and non-union payroll and benefits programs including the following tasks:
o Ensure the accuracy of five monthly payrolls. Consisting of employees from the following groups; certificated (regular teaching) staff, non-certificated (support) staff, non-unionized staff, substitute teaching staff and casual (support) staff.
o Receive, verify, and record personal and employment information.
o Ensure all staff documentation is complete and accurate.
o Computer data input.
o Ensure absence coding is accurate and substitute costs are properly coded to the appropriate site and program.
o Calculate wages and other pay as well as pension, union, statutory and benefit premium deductions.
o Ensure payment to employees is processed on time and pay advices are accurately sorted and distributed to sites.
o Maintain up-to-date benefit plan information on eligibility, regulations and changes.
o Reconcile monthly employee benefit reports and prepare vouchers for inclusion with remittances.
- Ensure staff benefit commencements and terminations are accurately completed in a timely manner and act as liaison with benefit carriers, primarily the Alberta School Employee Benefit Plan (ASEBP).
- Ensure staff queries and concerns are addressed in a sensitive and confidential manner.
- Ensure adherence to collective agreements, board policies and government regulations.
- Reconcile payroll related general ledger accounts and prepare payroll related journal entries.
- Prepare and submit payroll documents and reports such as:
o Records of employment, pension declarations, teacher service and salary eligibility reports, verifications of employment, etc.
o Documentation where required for Finance to invoice government agencies, other school divisions, etc.
o Annual reports including T4s, Teachers’ Retirement Fund, Local Authority Pension Plan, and other reports as required.
- Assist with costing and provide payroll-related insights for collective agreement negotiations.
- Ensure software systems are maintained and updated.
- Create and maintain a positive image of the division when dealing with staff and the public in general.
- Communicate with division staff, assist them through complex payroll and benefit matters during difficult emotional employment and personal events (i.e.: hiring, change in marital status, disability filing, retirement, etc.)
- Works independently to coordinate, organize, and schedule their own work.
- Work is typically characterized by frequently changing priorities and time pressures.
- Coordinate information requirements and monitor project progress and timeframes and follow up with staff to ensure that information is received.
- Makes decisions based on established procedures.
- Considerable judgment and understanding of budgeting payroll issues and operational requirements is required to meet new priorities and timeframes.
- Judgment required to assess information, identify issues and problems, and recommend solutions.
- Problems encountered are often new or unprecedented and require assessment of options using discreet and confidential practice essential to matters of labour relations.
- Complete other related duties as assigned.
Required Qualifications and Experience:
- Payroll Compliance Professional (PCP) designation required; Payroll Leadership Professional (PLP) is an asset
- A minimum of three years’ experience in a high volume, computerized payroll environment is necessary
- Experience in Atrieve is an asset
- Experience in a multi-union educational environment is preferred
- Some supervisory experience
Required Skills:
- Advanced level knowledge of a wide range of office software products.
- Advanced level of organizational skills.
- Extensive knowledge of Payroll-related legislation and stays up to date with changes in practice.
- Proficient in the use of payroll, spreadsheets and accounting software.
- Comprehensive knowledge of division and Alberta Education policies, practices and procedures.
- Knowledge of stakeholders and the interrelationships within the division.
- Comprehensive knowledge of records management systems and office processes.
- Ability to research information, creating timely and accurate reports.
- Strong written and verbal skills.
