Job Specification
Position Title:
PAYROLL & BENEFITS ASSISTANT
Job Code:
08OAD - Office Administration 08
Purpose of Position :
To provide transactional services in support of the payroll and benefits services, processes and projects provided by the Payroll Operations Branch to assigned portfolios of client Ministries across the Ontario Public Service.
Duties / Responsibilities :
1. Provides transactional services in support of the OPS payroll and benefits program including calculating and processing authorized payroll and benefits transactions for regular, part-time and unclassified employees. Reviews and verifies approved authority documents; processing payroll transactions on changes related to promotions, demotions, appointments, transfers, terminations, severance, retirements, surplus benefits, gratuity, retroactive payments, changes in deductions, overtime and premium payments, merit increases, reclassifications, salary revisions, leaves of absence (e.g. vacation. MCO days, parental, adoption, pregnancy/sub-allowance, severance, bereavement(s), death benefits, grievance settlements, etc.)
2. Prepares input documents and processes related to payroll changes into WIN/CORPAY; implements voluntary deductions, e.g. Credit Union, Charities, PSPF arrears. etc. Identifies and resolves overpayments or payments that are overdue; researching, amending, reconciling and distributing accurate T4 and T4A's; contacting proper authority on direct deposit recalls, rejects, cancellations, and Canada Savings Bonds; ensures processing integrity and accurate/timely input of information.
3. Prepares employee induction/exit interviews; providing general information on options affecting benefits (e.g. group life and supplementary health insurance, Religious Holiday Leave, unpaid leave provisions, retirement options, STSP/LTIP, Employment Insurance (EI), CPP, WSIB, lncome Tax, PSPF, Family Support Plan, pregnancy/sub-allowance payments, vacation, severance, MCO days; obtaining all legal mandatory employment documentation (e.g. Proof of Citizenship of Landed Immigrant. Social Insurance Number, Oath of Office and Secrecy); ensuring accurate/timely processing of all information. Refers all complex queries regarding the Interpretation and application of collective agreements or policies to a senior staff member.
4. Maintains a variety of records, including computerized records/bring forward systems and control files and generates routine reports as requested.
5. Provide back-up support to other Payroll and Benefits Specialists who are away due to vacation or illness; assist with backlog cleanup, as necessary; provide information and training to client groups, as required
6. The Manager may have the right to assign additional responsibilities as required.
Knowledge :
Position requires knowledge of:
• Government pay and benefits processes and procedures to provide administrative services in support of the payroll and benefits services, processes and projects provided by the Payroll Operations Branch.
• Applicable sections of federal and provincial legislation related to statutory deductions and benefits, e.g. CPP, Income Tax, EI, WSIB, Labour Law, CECBA, MGCS Directives, Guidelines, policies and procedures (e.g. WIN/CORPAY User/Manual), sections of C.A. (e.g. OPSEU, AMAPCEO, PEGO), legislative authorities such as the Public Service Act/Regulations related to payroll and benefits to apply various legislation, policies and procedures in the calculation and processing of payroll and benefit entitlements, prepare appropriate documentation; calculate and process pay transaction and to prepare employee induction and exit Interviews.
• The use operations and capabilities of a variety of software (WIN, CORPAY, SAR, Excel, Word, e-mail. etc.) in order to utilize systems in support of pay and benefits activities to create a variety of reports and documents; produce severance estimates/reports; input data and/or update records.
• Typing and word processing skills
Skills :
Position requires:
• Reviewing skills to review payroll and benefits transactions to ensure appropriate calculation and processing of individual employees pay and benefits and ensure all documents are authorized and complete.
• Reviewing skills to identify and make changes to payroll document when required
• Problem solving skills to identify and resolve problem such as overpayment and overdue payments.
• Mathematical skills to perform calculations on salary information.
• Organizational skills to set own priorities in order to meet payroll cut-off dates, ensure transactions are processed within timelines required by insurance carriers or other agencies/jurisdictions (e.g. status or payroll changes must be processed in time so that continuity in coverage is maintained and overpayments are not created).
Position requires:
• Oral/written communication and interpersonal skills to provide general information regarding benefits during employee induction and exit interviews.
• Written communication skills to draft letters in response to inquiries. including letters on behalf of employees, line management (e.g. to insurance carriers or agencies) in order to clarify discrepancies or provide information.
Freedom of Action :
Position requires working within Government pay and benefits processes and procedures and within applicable sections of federal and provincial legislation related to statutory deductions and benefits. Job requires latitude in decision making by processing assigned pay and benefits calculations and transactions; in determining correct application of C.A. articles, MGS Directives, grievance awards and in preparing employee induction and exit interviews. Position works under general supervision and refers to the Manager those matters regarding intent and interpretation of policies, legislation and Collective Agreements.