Payroll Specialist

Payoll Specialist

Permanent Full-Time Position

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Payroll Specialist is responsible for the accurate and timely preparation of semi-monthly payroll in accordance with Collective Agreements, employment contracts and accepted policies and procedures. The Specialist provides support by performing analysis of financial information, completing complex reconciliations, and contributing to the preparation of financial reports, audits, and other accounting procedures. This position is also responsible for all employer related payroll reporting to pension corporations, and Workers’ Compensation Boards (WCB).

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the Municipal Pension Plan.
• Access to personalized telecommuting options.
• Competitive vacation and Professional Development benefits.

As the successful applicant, you should possess:

• Two to three years of post-secondary education in accounting, business administration or financial management, plus Payroll Compliance Practitioner (PCP) certification, or certification in progress.
• Minimum five years’ experience in a comparable position, processing full-cycle payroll.
•  Or an equivalent combination of education and experience.
•  Experience with administering payroll reporting to pension plans and benefit providers.
• Sound knowledge of methods, principles and regulations used in the preparation and processing of computerized payroll.
• Knowledge of the principles and practices of general accounting and of statutory and other regulations governing non-profit government organizations.
• Demonstrated knowledge of financial accounting, bookkeeping, and office procedures.
• Considerable knowledge of computer-based integrated accounting systems.
• Highly developed organizational and interpersonal skills, with the ability to multitask and meet deadlines with accuracy.
• Considerable knowledge of Microsoft Excel and Word, with the ability to create and work with complex spreadsheets, and ability to use integrated finance and accounting software.
• Ability to perform complex account reconciliations.
• Strong analytical and problem-solving skills.
• Ability to deal effectively, tactfully, and positively with university employees and students.
• Ability to use good judgement and to work with confidential material.
• Ability to work independently as well as in a team
• Demonstrated written and verbal communication skills.
• Ability to apply University and departmental policies, procedures and guidelines.

Typical Duties include:

1. Prepares and processes semi-monthly payroll, in accordance with collective agreements, labour standards, and established policies and procedures. Liaises with Human Resources to ensure source documents are complete and personnel payroll records are accurate. Verifies that all payroll data, including timesheets and self-serve web time entries (SSTE), is complete and accurate, and reports discrepancies.
2. Responsible for accurate and timely direct deposit payroll transfer to the bank each semi-monthly pay period. Monitors and follows up on returned payments.
3. Ensures accounting records for Payroll are filed and archived according to policy and legislative requirements (both paper and electronic). Coordinates paper filing, archives storage and destruction. Assists with the electronic Colleague storage, Payroll drive, Finance Hub storage and archival process for Payroll.
4. Assists with the preparation of T4s, T4As, and T4A-NRs.
5. Liaises with HR and IT to set up the self-serve web time entries (SSTE) program for new and existing employees and supervisors, and coordinates and assists with training sessions related to the SSTE project.
6. Provides comprehensive guidance and instructions to employees and supervisors on completing timesheets, payroll/tax forms, and web time entries, fostering effective communication and support across the organization.
7. Address inquiries from employees and third parties regarding pay and pensions, ensuring accurate responses by referencing collective agreements, pension plan regulations, and employment contracts as necessary.
8.  Updates and maintains employee payroll, pension records in Colleague.
9. Processes garnishment orders and third-party requests.
10. Responsible for University Pension Plans administration, including segment reporting, enrolment, remitting, purchase of service, termination, retirement, and other pension related duties as required.
11.  Responsible for the monthly reconciliation and maintenance of pension adjustment records for reporting purposes. Maintain, document, and update internal pension procedures when changes or new requirements arise.
12. Prepare the employer-paid pension costs worksheet for fiscal year-end purposes and complete the pension survey as required.
13. Update and maintain the step increment worksheet on a regular basis for payroll processing purposes.
14. Responsible for University Workers’ Compensation Boards (WCB) accounts administration, including employer payroll & contract labour reporting, and timely payment of remittances.
15. Creates payment spreadsheets for Sessional faculty contracts.
16. Assists with inputting annual employee salary scales into Colleague in accordance with contract agreements. Updates and maintains all employee positions, wage records and benefits.
17. Reconciles all statutory deductions and payroll related general ledger accounts on a semi-monthly basis.
18. Assists with monthly Payroll journal entries as required. Reviews departmental requests for journal transfers to ensure appropriateness and accuracy.
19. Prepares Payment Vouchers as required.
20. Assists with the preparation of select internal and external reports, including Statistics Canada reports.
21. Assists with the preparation of the annual salary budget, monthly variance analysis relating to salary budgets, and Payroll account reconciliations.
22. Assists with calendar and fiscal year-end procedures, including completing account reconciliations, preparing the audit file, creating lead sheets, and providing information to external auditors as required.  
23. Prepares general holiday payments and Christmas break entitlements.
24. Prepares Records of Employment and terminates employment records in Colleague.
25. Assists with miscellaneous projects and implementing office procedures as required, including updating Financial Services information on University website(s), testing and implementing Colleague modules and software updates.
26. Performs other related duties as required.

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Friday, 3 January 2025.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.