Reporting to the Director, Finance, the Payroll and Finance Clerk is responsible providing first level payroll support and for entering the department’s payroll (casual, USW (Central Heating Plant) and CUPE Local 229) into the payroll system, ensuring compliance with university policies and procedures. Supporting equity, diversity and inclusion, the Payroll and Finance Clerk responds to payroll enquiries from stakeholders including employees, Human Resources and managers. The incumbent is responsible for following pay-related issues through to resolution, while functioning with a high level of accuracy, confidentiality and judgement, in a timely manner. As a member of the Finance unit for Physical Plant Services, the incumbent will assist with other financial transactions in support of the department, as required.
- Acts as the first point of contact for inquiries regarding to pay issues. Responds to inquiries and requests received in person, by email, or by phone; and provides accurate information in a timely manner.
- Reviews requisitions and expense/reimbursement claims for staff and invoices; ensuring they are aligned with University policies and approved in accordance with University signing authority.
- Provides recommendations to the Director in the reviewal, development and implementation of administrative, payroll and financial policies, procedures and guidelines for the department. Ensures appropriate back-up procedures are in place.
- Provides a final review to the personnel cost monthly reconciliation and quarterly forecasting processes and provides input to resolve account discrepancies to ensure up-to-date salary and benefit information by employee is maintained and accurate.
- Uses, maintains and refines organized electronic databases and hard copy financial files for the Unit and adheres to internal audit policies.
- Assists with budget preparation by responding to inquiries, organizing and preparing background information, financial spreadsheets and reports.
- Oversees the accuracy, timelines and submission of the department’s payroll. This includes liaising with department staff on payroll requirements, data input, processing and reconciliation of department personnel (casual, USW (Central Heating Plant) CUPE Local 229), based on defined pay cycles.
- Inputs new and rehire casual contracts into the HR PeopleSoft System.
- Perform general accounting/bookkeeping procedures such as journal entries, accounts payable/receivable, invoices, requisitions, and reconciliations.
- Maintains confidential employment files and records for department personnel (casual, USW (Central Heating Plant).
- Processes and reconciles procurement card purchases of office supplies, trade certificates and training.
- Processes miscellaneous operating payments pertaining to employee reimbursements. Works directly with employees to ensure invoices are submitted properly and with zero discrepancies.
- Performs clerical duties, including preparing correspondence and distribution of departmental mail.
- Provides assistance and backup coverage for the Finance Unit staff and other duties as assigned by the Director.
- Two-year post-secondary diploma in Business Administration or a related field, combined with three years of relevant administration, finance and/or payroll experience.
- Knowledge of PeopleSoft HR/Payroll system considered an asset.
- Knowledge of university procedures, policies, and regulations considered an asset.
- Experience in processing payroll related activities considered and asset.
- Satisfactory Criminal Record Check with vulnerable sector check required.
- Consideration may be given to an equivalent combination of education and experience.
- Excellent communication skills, both oral and written, with an ability to communicate tactfully and diplomatically with a focus on diversity and inclusivity.
- Excellent computer and office skills in particular Microsoft Office, Word and Excel.
- Sound knowledge of financial, purchasing and payroll practices are required.
- Demonstrated ability to work under the pressure of inflexible deadlines where the demand for accuracy is essential.
- Professionalism, commitment to high levels of confidentiality, keen attention to detail and strong client focus with the capacity to build credible work relationships.
- Analytical, interpretive and problem-solving skills.
- Ability to recognize possible compliance issues and treat matters appropriately.
- Organizational skills with the ability to manage priority conflicts.
- Ability to work independently and as part of a team.
- Adaptability to respond to changing legislative, policy and/or procedures.
- Makes recommendations for procedural changes, as requested by the Director and assist with the implementation of the approved changes.
- Determines account reconciliation and identifies inaccuracies or discrepancies, and contacts appropriate individuals to resolve them. Appropriately allocates resources and determines appropriate account codes.
- Resolves payroll data entry problems.
- Prioritizes work and manages time by deciding which task is the most important among several to maintain deadlines.
- Handle and direct inquiries in the most efficient, effective and timely manner. Provide reasonable answer or a means to find an answer. Redirect to more senior staff or other individuals as required.
- Determines when problem is sufficiently complex to involve the Director. Makes recommendations and/or provides background information to assist in decision making.