Description
The Abbotsford School District is located on the traditional and unceded territory of the Semá:th First Nation and Mathxwí First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.
Why the Abbotsford School District?
Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed.
Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth.
Why Abbotsford?
Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views.
POSITION SUMMARY:
This unionized position is a 12-month, continuing position based out of the School Board Office building at 2790 Tims Street. Hours of work are Monday to Friday, 8:00 AM to 4:00 PM. This position is eligible to participate in the Extended Health & Dental Plan, as well as pension contributions to the Municipal Pension Plan.
Under the general direction of the Manager-Payroll, the Payroll Assistant is responsible for processing accurate semi-monthly or bi-weekly payrolls and related reports within payroll deadlines.
This position works closely with the Human Resources and Finance department to ensure benefit discrepancies are addressed, leaves and assignments are correctly set up with appropriate top-up or vacation/sick banks, absences and replacements are entered correctly, cost centers accurately charged, and other information is verified when needed (i.e.: Support Staff Allowances, Teacher pay increments, Teacher Regulation Branch (TRB) fees authorized to be paid, Staffing for Ministry of Education forms, outside billing for Teacher-On-Call costs). In addition, the Payroll Assistant is responsible for reporting and remitting source deductions, benefit premiums, union dues, RRSP and pension contributions, and other Association or TRB dues. The Payroll Assistant is also responsible for the monthly reconciliation of all payroll and benefits general ledger accounts.
The job involves maintaining confidentiality in all matters to the School District and current, proficient knowledge of specialized payroll policy knowledge, Collective Agreements, District Policies, Government Legislation, Pension Acts, and Payroll procedures.
SPECIFIC ACCOUNTABILITIES:
• Reviewing and verifying payroll documentation such as changes to compensation, allowances, bank deposit information, deductions, etc. This involves communicating with Human Resources and other payroll staff and entering corrections or changes as required.
• Reconciling all incoming payroll documentation for required changes and input this into the payroll system and preparing all appropriate payroll entries in a timely manner.
• Verifying manual timesheets, using collective agreements and other resources to determine eligibility for premiums, such as overtime, or afternoon shift premiums or pay differentials.
• Processing semi-monthly or bi-weekly pay and related reports while dealing with day-to-day requests and interruptions from other Payroll staff, employees, Human Resources and Finance.
• Reconciling employee overpayments or underpayments; this includes professionalism when communicating to the Payroll Manager and affected employee; implementing the negotiated repayment plan or preparing a manual cheque/special pay for the underpayment.
• Calculating and paying maternity leave or compassionate care SEB top-up payments.
• Interfacing the Absence Management System into the payroll system and running reports to ensure accuracy; this involves working with the Occupational Health & Safety Assistant, Compensation & Benefits Assistants, HR Dispatchers I and II on all discrepancies.
• Preparing reports and payment for third party remittances, such as CRA, Pension, RRSP, Union Dues and other Association dues.
• Preparing Records of Employment when interruption of earnings occur, including the mass layoffs done during various school breaks throughout the year.
• Reconciling monthly payroll and benefit general ledger accounts promptly, and communicating to Human Resources or Finance to help to resolve any discrepancies.
• Completing and submitting EI audit reports as required.
• Performing consistent payroll practice and updating payroll documentation when district policy, technology and/or legislation changes.
• Maintaining and managing payroll components such as the Summer Saving Program Account, Deferred Leave Program, sick banks, vacation banks, employee expense claim forms, overtime banks, teacher pay increments.
• Supporting employees by responding to inquiries in a professional and timely manner, maintaining confidentiality, and using best consistent practice; communicating with the Payroll Manager if incorrect remuneration has occurred, and determining the best course of action in order to achieve employee satisfaction.
• Performing year end duties in order to provide required documentation including: PIER reports, Pension reports, Pension adjustments, T4’s and Summary, T4A’s and Summary.
• Participating in staff meetings as requested and performing any other duties as may be assigned by the Payroll Manager.
QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES:
Grade 12 diploma, or equivalent, supplemented by 2 years of post-secondary training (ie. Payroll Compliance Practitioner’s designation). A minimum of 3 current years of payroll experience working for a large complex unionized environment is also required. A valid Class 5 BC Driver’s License. As well, incumbents also require the following:
• Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs;
• Proven ability to determine, judge and select appropriate courses of action in accordance with established policies and procedures;
• Understanding and awareness of cultural diversity;
• Proven ability to multi-task, prioritize, self-motivate, and meet deadlines;
• Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner;
• Proven ability to establish and maintain positive, effective work relationships in a team environment at all times;
• Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District;
• Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others;
• Ability to be flexible, adaptable and resilient to change;
• Ability to explain complex or simple instructions or information clearly to others;
• Considerable working knowledge of payroll practice and procedures, in a large organization with unionized payroll;
• Current working knowledge of relevant District Procedures and Administrative Policies, including the Freedom of Information and Personal Protection Act (FOIPPA);
• Ability to interpret both Support Staff and Teacher Collective Agreements;
• Proven interpersonal skills and the ability to serve the School District’s employees in a supportive role, professionally representing the Payroll Department;
• Working knowledge of basic accounting and reconciliation principles.
