Payroll Administrator

POSITION DESCRIPTION

Department: Corporate Services
Reports to: Supervisor of Payroll
Effective Date: May 2011
Revised Date: February 2025
Positions Supervised: 0

POSITION SUMMARY:

The Payroll Administrator manages the day-to-day functions of administrating payroll and pension reporting for County employees in accordance with County policies, procedures, collective agreements and legislated requirements. Ensures corporate compliance with Federal and Provincial Legislations, as well as Corporate policies and collective agreements.

KEY ACCOUNTABILITIES:

• Analyses potential payroll problems, includes contacting employees and their supervisor(s) in consultation with the Manager of Finance, maintains documentation of problems and recommends corrective action.
• Liaises and works collaboratively with Human Resources for maintenance of employee records related to payroll and benefits administration.
• Responds to inquiries and provides guidance to management, external agencies and employees, regarding collective agreement, legislation and policies as they apply to payroll, pension and benefits.
• Responsible for the processing of full cycle payroll for all aspects of bi-weekly payroll for all employees, which includes review and balancing of all payroll related allocations and issuing pay within established deadlines.
• Calculates all payroll and benefit adjustments, including all applicable deductions (including but not limited to taxes, union dues, pension, benefits, garnishees, and insurance programs as required) and justifies any variances from standard pay. 
• Leads all year-end payroll activities, including pension adjustment calculations.
• Submission or year-end adjustments, finalization and submission or all regulatory filing requirements.
• Perform year end close in the payroll system, update annual benefit rates and tax table changes for accuracy and compliance. 
• Responsible for the oversight and management of OMERS administration and accounting transaction relating to pension plan contributions, including compliance, reporting and annual reconciliation of contributions and remittances.
• Complete financial information for WSIB Form 7 submissions, including earnings reported to WSIB.
• Compiles, verifies and issue Records of Employments; (ROEs) file online with Service Canada. Promptly address any inquiries from Service Canada in investigations of employment insurance claims or audits of payroll information. 
• Administrator for the electronic time and attendance systems and provides support and training to employees where required. Ensures record validation of each employee, monitors and reviews submission of approved timesheets. 
• Responsible for setting up new pay codes and allocations ensuring it aligns with funding criteria and legislative requirements for efficient and effective reporting. 
• Calculates and processes payroll for retroactive wage adjustments (such as grid increases, job evaluation changes, job changes and collective agreement), severance, pay-outs and EI Top, ensuring compliance with legislative requirements, OMERS Pension, Employment Standards Act and collective agreements.
• Process Terminations of Employment, calculate final pay-outs including benefit entitlement adjustments and prepare Records of Employment as required.
• Research and implement payroll changes to collective agreements/non-union manual, legislative changes, and corporate policies and procedures in accordance with Federal and Provincial legislation. Provide recommendations to Department staff and Manager of Finance as required.
• Performs the required account analysis, including balancing payroll accounts, and amounts remitted/amounts expensed. 
• Prepares and submit monthly payments for Benefits, Government Remittances and Union Dues. 
• Other duties as assigned.

QUALIFICATIONS FOR SUCCESS:

• Post-secondary education in payroll, accounting or a related field. Payroll Compliance Professional (PCP) and/or Payroll Leadership Professional (PLP) Designation preferred.
• Demonstrated progressive experience in payroll, preferably within a public sector and unionized environment. An equivalent combination of education and experience may be considered. 
• Strong working knowledge of Employment Standards Act (ESA) and experience with application of the collective agreements as they relate to payroll. 
• Working knowledge of pension plan rules and regulations. 
• Intermediate level of Microsoft Excel proficiency
• Working knowledge of payroll procedures and accounting procedures.
• Strong attention to detail.
• Proven interpersonal and communications (oral and written skills).
• Analytical Skills, organizations skills, time management skills, and the ability to work independently.

COMPETENCIES FOR SUCCESS:

• Ability to demonstrate the required core competencies for this position in alignment with Oxford County’s competency framework.
• Core competencies include teamwork, communication, innovation, service excellence, accountability and integrity, and inclusivity.

WORKING CONDITIONS:

• Works in an office environment.