Payroll Supervisor

Position Details

Position Information

Position Title Payroll Supervisor Posting Number 02364SA Location New Westminster Campus Grade or Pay Level S – Pay Level 16 Salary Range $62,006.00 annually (with wage increments to a max of $70,588 annually). Salary and wage increments are in accordance with the Collective Agreement. Position Type Support Staff – Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 09/29/2024 End Date Day of the Week Mondays, Tuesdays, Wednesdays, Thursdays, Fridays Shift N/A Work Arrangements
This regular full-time/part-time (35 hours per week) position is available starting September 29, 2024. Regular hours of work are Monday to Friday, 8:30 am – 4:30pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus. Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered.
What Douglas Offers
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.
The Role
To provide technical and professional assistance in the planning, development, implementation and coordination of payroll functions. Also to provide leadership to the department by supervising staff and coordination of workflow. To provide exceptional client-centered service on a consistent basis to all stakeholder groups.

Responsibilities

1. Supervision
a) Applies the BCGEU collective agreement to daily decision-making within established standards;
b) Supports hiring new staff and evaluates staff including providing orientation and ensuring the provision of appropriate training and professional development;
c) Provides input into staff job descriptions;
d) Participates in the development of staffing plans; perform administrative tasks related to staff coverage (ie. Vacations, flex days, time sheets and employee information records, for support and auxiliary staff);
e) Provides ongoing guidance and training to staff in setting and achieving established standards;
f) Conducts performance evaluations with support staff under his/her responsibility;
g) Directs work of a routine and non-routine nature and establishes priorities where applicable.

2. Payroll Operations
a) Processes Excluded payroll;
b) Responsible for transmission of payroll files to bank;
c) Ensures compliance with the requirements of various government bodies and agreements such as Canada Revenue Agency ( CRA ), Canada Pension Plan, Municipal and College Pension Acts, Employment Insurance Commission, the Workers Compensation Board, and the collective agreements as negotiated with BCGEU and the DCFA ;
d) Ensures good quality control is maintained in relation to payroll services to ensure that all employee remuneration and benefits are calculated promptly and accurately, and that accurate records to support those payments are maintained;
e) Advises the College community on payroll issues. Responsible for making repayment arrangements with employees and dealing with garnishee orders from CRA and other agencies in consultation with Manager, Payroll Services & Systems;
f) Communicates current needs in Payroll to the Manager, Payroll Services & Systems. Aligns initiatives to Finance department plans;
g) In consultation with the Manager, Payroll Services & Systems and Human Resources personnel, administers the collective agreement in relation to payroll staff, including participation in hiring decisions, following through on performance management processes as applicable, authorizing overtime, leaves and other similar requests.

3. Reporting
a) Prepares a variety of reports including year-end reports for payroll functions, CRA , employee T4s, Workers’ Compensation Board and pension plans;
b) Ensures all returns to relevant government bodies are completed promptly and accurately, and that complete and accurate records to support those returns are maintained;
c) Assists in the development of financial and statistical reports to aid in forecasting, trend analysis, performance management, and analysis of budget to actual results for payroll and benefits information;
d) Monitors changes in the financial information needs of external stakeholders and communicates those changes to the Manager, Payroll Services & Systems so that necessary changes can be coordinated;
e) Uses various software applications, such as spreadsheets, databases, and FAST to assemble, manipulate and/or format data and/or reports.

4. Finance
a) Prepares and approves journal vouchers as required;
b) Prepares monthly reconciliation of payroll general ledger accounts; and ensures that any discrepancies are followed up promptly;
c) Prepares year-end working papers required for external financial audit;
d) Prepares monthly and year-end accruals, working closely with the Manager, Payroll Services & Systems.

5. Systems and Processes
a) Analyzes, tests, trains, and implements any changes to system programming and communicates any required changes to the Manager, Payroll Services & Systems;
b) Produces and develops FAST reports for Payroll;
c) Maintains appropriate documentation of payroll and benefits processes and internal controls;
d) Recommends and introduces process and procedure improvements across internal team;
e) Ensures payroll policies and procedures respond to and enhance stakeholders’ experience by providing excellent customer service.

6. Performs other duties as required, such as:
a) May be required to take training and act in the capacity of a floor warden as part of the College’s Emergency Preparedness Plan (Fire, W.H.M.I.S, Earthquake);
b) Participates in Record Retention training and remains current with record keeping practices, policies and procedures;
c) Performs other duties related to the requirements and qualifications of the position.
To Be Successful in this Role You Will Need

•Completion of the National Payroll Institute, Payroll Compliance Practitioner ( PCP ) Program, and completion of at least one course from the Payroll Leadership Manager ( PLP ) Program. A minimum of two years (60 credit) in an accounting/business program from a recognized post-secondary institution.
•Five years related work experience including one year of recent supervisory experience. An equivalent combination of education, training and experience may be considered.
•Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language.
•Experience working in a unionized environment
•Experience working with Collective Agreements as they relate to payroll matters
•Thorough knowledge of:
•various regulations governing payroll administration in British Columbia;
•payroll and benefits principles and practices;
•auditing and internal control best practices.

•A demonstrated ability to:

•exercise initiative within a team and promote a positive work environment;
•communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students, as well as maintain a good working relationship with others;
•function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance;
•work independently under minimum supervision to meet deadlines and to establish priorities;
•apply and work within relevant policies and procedures;
•keyboard accurately at 50 wpm;
•use MS Word, Excel, at an intermediate level.

•Good working knowledge of modern office practices and procedures with a proven ability to coordinate information.
•A working knowledge of database management systems such as Banner would be an asset.

Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 09/11/2024 Close Date 09/17/2024 Open Until Filled No Special Instructions to Applicant
This position is expected to be filled internally. Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by September 17, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Quick Link for Direct Access to Posting https://www.douglascollegecareers.ca/postings/12960