Manager, Payroll, Benefits & Systems
March 3 2025
Categories HRIS, ATS,
Victoria, BC • Full time
A) JOB SUMMARY
Reporting to the Director, Financial Reporting and Budgets, the Manager, Payroll, Benefits & Systems supervises the Coordinator, Payroll Operations and Coordinator, Benefits Administration and acts as the operational link between Human Resources operations and Payroll and Benefits operations. This position creates, reviews and maintains systems, processes and procedures to ensure timely, accurate and relevant information is accessible and provided to the College community and external stakeholders. This position also acts as a link between the College and external agencies, departments and individuals to manage information, implement new systems and resolve issues and problems that affect both HR and Payroll operations.
Reporting to the Director, Financial Reporting and Budgets, the Manager, Payroll, Benefits & Systems supervises the Coordinator, Payroll Operations and Coordinator, Benefits Administration and acts as the operational link between Human Resources operations and Payroll and Benefits operations. This position creates, reviews and maintains systems, processes and procedures to ensure timely, accurate and relevant information is accessible and provided to the College community and external stakeholders. This position also acts as a link between the College and external agencies, departments and individuals to manage information, implement new systems and resolve issues and problems that affect both HR and Payroll operations.
The Manager leads the collaborative development of process, controls and procedures that may be initiated in schools and departments, HR or payroll. As an administrator and trainer for the Colleague Human Resources Information System (HRIS) this position ensures that processes and procedures are created, documented and maintained to ensure the integrity and usefulness of the HRIS and that individual users have access to knowledge and resources required to use the system. In all aspects of this position, the Manager, Payroll & Benefits & Systems maintains a high standard of confidentiality and discretion.
B) REPORTING RELATIONSHIPS
Daily on-going supervision, performance management and operational guidance provided to the Coordinator, Payroll Operations and Coordinator, Benefits Administration.
C) ESSENTIAL JOB FUNCTIONS
Human Resource Information System (Colleague)
Human Resource Information System (Colleague)
- Administers and oversees the maintenance of the Human Resources Information System (HRIS) including the development and provision of ad hoc reports, changes to the system and processes for the entry, maintenance and reporting of information to benefit the Payroll and Benefits operations.
- Manages the training of the Payroll/Benefits staff in the production of routine reports and queries.
- Acts as an internal system analyst for the HRIS by overseeing the introduction of significant Colleague system upgrades, changes and additional features. Liaises with internal and external systems support. Leads the planning processes, document processes and troubleshoots implementation problems.
- Liaises and coordinates with the College Systems Development team, HR Operations team and other College Technical resources, and with various external technical resources to analyze and identify issues and priorities for system upgrades and new system components which ensure the College system meets Finance and HR operational requirements.
- Participates in Colleague user groups to stay current regarding upcoming software changes and to share system workarounds with other Colleges to enable Payroll to produce necessary data/reports to satisfy government requirements (such as Statistics Canada and CRA reports).
Research and Reporting
- Manages and reviews the data collection and analysis activities of the Coordinator, Payroll Operations and Coordinator, Benefits Administration. Creates and reviews from this data summary reports used in College-wide planning and during collective bargaining or at the request of PSEA/PSEC.
- Develop ad hoc reports as requested by the Executive Director, Finance, Director, Financial Reporting and Budgets, and the College bargaining team.
- Works closely with the Director, Financial Reporting and Budgets and other managers of the finance department in developing cost projections for bargaining or other financial modelling purposes.
- Makes recommendations to the Director, Financial Reporting and Budgets based on research results and Colleague reports regarding departmental and College-wide employee trends, vacation and sick leave usage, overtime accruals, disability claims, etc.
- Maintains a high standard of confidentiality and discretion in handling sensitive information during collective bargaining or workforce reduction strategies to ensure bargaining unit employees are not subject to a conflict of interest.
Payroll/Benefits
- Develops, reviews, and monitors the effective and efficient functioning of payroll and benefits processes to ensure timely and accurate production of one monthly and two bi-weekly payroll runs on a College-wide annual salary and benefits budget in excess of 130 million dollars.
- Reviews, verifies and authorizes payroll and benefit-related payments/invoices, fund transfers/cheque requests regarding wage garnishments, RRSP contributions, Phased Retirement savings plans, and maternity/parental or other leave payments.
- Maintains currency with Payroll related legislation, processes, leading practice, process improvements, etc. by participating in HR/Payroll user groups and through continuous professional development opportunities for self, the Coordinator, Payroll Operations, the Coordinator, Benefits Administration and Payroll/Benefit Assistants.
- Manages the monthly reconciliation of payroll and benefit G/L accounts in collaboration with the Director, Financial Reporting and Budgets, including identifying and resolving variances.
- Manages payroll and benefits department budget, including monitoring staff overtime and/or casual/term assistance required for heavy work periods. Reports any variances to the Director, Financial Reporting and Budgets.
- Develops and maintains effective processes to ensure payments to benefits providers, such as Manulife, Pension Corporation and WorkSafe BC, are accurate and on time.
- Approves payroll and benefit payment vouchers for bi-weekly payroll runs, invoices and staff reimbursements and carries out other day-to-day budget-related activities.
- Approves purchases related to the payroll and benefits teams' operating budget (e.g. supplies, advertising, training, etc.)
- Reviews and corresponds with the Canada Revenue Agency on remittance reviews (PIER reporting) and annual T4 submissions.
- Key contact between Finance and the College's benefits consultants and carriers; seeks clarification as required regarding the specific intent and/or application of benefits contract clauses. Works closely with Labour Relations Specialist to ensure up-to-date information on employee benefit entitlements.
- Manages difficult and/or complex employee benefits issues - refused claims, special needs or other extraordinary approves - and works collaboratively with the College's Employee Health Advisors and the Coordinator, Benefits Administration to resolve.
- Manages and provides guidance to the Coordinator, Benefits Administration to ensure that Payroll/Benefits Assistants are processing benefits enrollments in an efficient and cost-effective manner.
- Implements and maintains streamlined benefits processes, including the implementation of technology to enhance benefits management. Monitors the use of online enrollment and benefit payment systems for accuracy and efficiency.
Payroll/HR Team Collaboration
- Monitors the effective and efficient functioning of the administrative and/or operational support processes for the Employee Services group (HR Operations and Payroll and Benefits) to ensure employee appointments, departures, leaves, promotions, etc., are processed, and entitlements determined, in a timely and accurate manner.
- Coordinates problem solving, communication of information, and new process implementations within Employee Services as well as other College areas and external agencies that include Occupational Safety and Health, Wellness, College Management Team Assistants, benefits carriers, benefits consultants, Pension Corporation, Canada Revenue Agency, Work Safe BC and internal and external systems analysts.
- Designs training opportunities between the payroll and benefits team and HR operations teams of Employee Services to strengthen internal processes. Collaborates with Human Resource staff for the continuous improvement of data processing related to onboarding, offboarding, leaves of absence, etc.
D) OTHER FUNCTIONS AND RESPONSIBILITIES
- Connects with school and department administrative staff on training needs, documentation and continuous process development for payroll, benefits and the HR Information System; develops and provides education sessions where required.
- Acts as the key contact for Pension Corporation, benefits consultant, benefits carrier, Employment Insurance, Canada Savings Bond provider (Bank of Canada), and others as needed.
- Participates on College, HR and Payroll related committees, both within and external to the College.
- Arranges for regular Pension Corporation information sessions for employees.
- Performs other related duties as assigned.
- Diploma or degree in Accounting, Business Administration or Human Resources or equivalent combination of experience.
- Certified Payroll Manager or Certified Professional Accountant is preferred.
- Eight years progressive, current, related experience in a Payroll and Benefits function of a large, multi-union, public sector organization.
- Included in this eight years' experience, a minimum of two years in an HRIS/payroll system administrator capacity and at least four years in a payroll management and supervisory capacity.
- An equivalent combination of education and experience may be considered.
Successful completion of a police information check is required,
KNOWLEDGE, SKILLS AND ABILITIES
- Excellent supervisory and people management skills, including team building, workflow management, performance appraisal, and conflict resolution.
- Excellent interpersonal, organizational, presentation and oral and written communication skills.
- Strong analytical and problem solving skills related to HRIS administration and system maintenance.
- Strong account balancing and reconciliation experience to support external reviews from the CRA, annual T4 process and monthly G/L account reconciliations
- Demonstrated research skills and strong ability to create and understand statistical reports.
- Demonstrated ability to meet deadlines and changing priorities while managing multiple projects and maintaining high levels of client service.
- Demonstrated ability to work between functional units within an organization and create strategic links.
- Ability to use Microsoft software applications at an advanced level with strong, in-depth knowledge and application of Excel functions and formulas.
- Ability to analyze large volumes of data quickly and accurately.
- Demonstrated experience with Payroll systems, processes and procedures and accounting principles and practices.
- Working knowledge of applicable legislative requirements under Employment Standards Act, Canada Revenue Agency, Workers' Compensation Board, Human Rights, etc.
As a member of the college community with responsibilities to enable the achievement of college-wide strategic objectives, the Director will demonstrate the three core and three leadership capabilities identified in the College's Capability Framework:
Focus on Students and Their Success (Core)
We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.
Address College Needs (Leadership)
In order to address college needs leaders recognize and respond to the complex, diverse and interdependent components. Leaders inspire others to work individually and collaboratively to achieve departmental/divisional, college and sectoral goals.
Enable Self & Others (Leadership)
To better serve students and the college to achieve success, leaders enable self and others to take responsibility and to participate in learning and development opportunities.
Create Time and Space (Leadership)
To be at our best and achieve organizational goals, we need both time and space. Time and space as a unitary concept promotes opportunities to listen, plan, think, create, innovate and develop relationships.
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