PENSION, BENEFITS & PAYROLL ADMINISTRATOR (Existing Position)

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1 Edmonton Catholic Schools is now accepting applications for the position of PENSION, BENEFITS & PAYROLL ADMINISTRATOR (Existing Position) Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 34,000 students and 3,000 employees in 88 schools and other sites. The job s primary responsibilities are to support the delivery of pay and benefit services area, involving efficient, accurate and timely administration and delivery of the district s payroll, pension and benefits services. The job is a key resource to clients, department staff, external agencies and Financial Services to answer/resolve problems. The job is responsible for administration of pension and benefit plans by providing accurate, appropriate and timely administration services for district staff. The job supports the administration of payroll services and payroll processing for all employee groups within the district. For further information on this position please contact Michele Boczkowski at Please a letter of interest and resume by 4:00 p.m., Friday, September 20, 2013 to: Corinne King, Manager, Staffing Human Resource Services We thank all candidates for their interest. Only applicants considered for the position will be contacted. This is a 12 month, Out of Scope, Level 3, permanent, full-time position with a pay range of $52,832-$66,040 to commence as soon as possible. Primary Responsibilities: Payroll Administration (as required): Prepare calculations for vacation and sick leave payouts, and retiring bonuses; Perform payroll calculations to ensure salary payments are accurate in accordance with district policies, collective agreements, contracts, Alberta School Act and federal and provincial government legislation and regulations; Complete payroll related transactions such as retroactive salary adjustments, teacher pay-out adjustments, hourly pay and supplemental unemployment benefit payments, salary overpayments and adjustments, including issuance of manual cheques, and preparation of Record of Employment forms; Complete understanding of all payrolls as related to LAPP, ATRF calculations, and contributions and reporting. Benefit Plan Administration: Conduct orientation sessions to ensure employees are knowledgeable of the benefit plans and benefit entitlements; Act as a liaison between the HCSA insurance carriers and employees; between the district and the insurance carriers to provide information and resolve problems as necessary; Assist in the development, implementation and modification of automated processes to complete highly complex calculations ensuring benefit premiums are accurate, appropriate and in compliance with the respective plan requirements. Pension Plan Administration: Provide monthly remittance statements to meet time sensitive deadlines; Yearend pension reconciliations and reporting requirements; Identify and research errors and discrepancies, make appropriate adjustments for resolution as necessary ; Research and calculate prior service information for the purpose of providing costing; Review prior service costing and provide information on buy-back options to employees; Submit requests for LAPP, ATA and ATRF contribution payments to Financial Services for processing. Qualifications: Diploma in an area related to business administration, accounting, pay and benefits, plus three years directly related experience. Benefits and pension related courses along with PCP certification are an asset; Knowledge of pay and benefit policies, procedures practices, legislation and regulations; Strong knowledge of electronic HRMIS (preferably PeopleSoft) and financial systems; Ability to work independently with minimal or no supervision; Strong knowledge of Pension plan and pension administration; Strong analytical and problem solving skills.

2 JOB IDENTIFICATION: Incumbent: Vacant Current Classification Level: 3 Supervisor s Name: Location: Catholic Education Services Working Title: Pension, Benefits & Payroll Administrator (Position # 3022) Requested Classification Level: Supervisor s Working Title: Supervisor, Pay & Benefits Department/Program: Human Resource Services/Pay and Benefit Services PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization. The job s primary responsibilities are to support the delivery of pay and benefit services area, involving efficient, accurate and timely administration and delivery of the district s payroll, pension and benefits services. The job is a key resource to clients, department staff, external agencies and Financial Services to answer/resolve problems. The job is responsible for administration of pension and benefit plans by providing accurate, appropriate and timely administration services for district staff. The job supports the administration of payroll services and payroll processing for all employee groups within the district. JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance. 1. Payroll Administration (as required) Prepare calculations for vacation and sick leave payouts, and retiring bonuses Perform payroll calculations to ensure salary payments are accurate in accordance with district policies, collective agreements, contracts, Alberta School Act and federal and provincial government legislation and regulations Complete payroll related transactions such as retroactive salary adjustments, teacher payout adjustments, hourly pay and supplemental unemployment benefit payments, salary overpayments and adjustments, including issuance of manual cheques, and preparation of Record of Employment forms Complete understanding of all payrolls as related to LAPP, ATRF calculations, and contributions and reporting Provide back up for Teachers payroll as required Assist with year-end T4 processing, analysis of data integrity, accuracy of compliance with Canada Revenue Agency requirements 2. Benefit Plan Administration Conduct orientation sessions to ensure employees are knowledgeable of the benefit plans and benefit entitlements Verify documentation ensuring information is complete and accurate before submitting to the respective insurance carriers Interpret and respond to enquiries on diverse benefit policies as they apply to four separate employee groups Ensure accurate and timely transmitting and reporting of Health Care Spending Account (HCSA) credits to the insurance carriers and conduct monthly reconciliation to ensure accumulated credits are accurate Act as a liaison between the HCSA insurance carriers and employees; between the district and the insurance carriers to provide information and resolve problems as necessary Provide first line contact for the unit by responding to enquiries and providing information on benefit plans policies, procedures, practices and assisting employees in accessing information from benefits carriers. Assist in the development, implementation and modification of automated processes to complete highly complex calculations ensuring benefit premiums are accurate, appropriate and in compliance with the respective plan requirements Produce financial reports and invoices as required

3 JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance. Input data from source documents for changes in benefit coverage, review and calculate adjustments required for Payroll processing Research errors, adjustments and discrepancies; coordinate same with benefit plans Documentation for all tasks performed within this job Provide training for coverage as required 3. Pension Plan Administration Provide monthly remittance statements to meet time sensitive deadlines Ensuring calculation accuracy for LAPP (Local Authorities Pension Plan) and ATRF (Alberta Teachers Retirement fund) Balance and reconcile TRF (good understanding of teachers payroll processing is required) Yearend pension reconciliations and reporting requirements Ensuring compliance with all pension legislation and regulations Identify and research errors and discrepancies, make appropriate adjustments for resolution as necessary Participate and handle Pension audit requests and requirements Submit requests for LAPP, ATA and ATRF contribution payments to Financial Services for processing Research and calculate prior service information for the purpose of providing costing Review prior service costing and provide information on buy-back options to employees Remain current on all ongoing changes to pension administration, legislation and collective agreements Participate with development, modification of automated processes Ensure procedure documentation is current and up to date, provide training as necessary Ensure all pension related workflow is processed timely and accurately Produce reports as necessary 4. Other responsibilities Provide support to other functions in the unit to handle peak workloads, special projects, system upgrades and cover-off during absences Participate in on-going reviews of resources and technical processes to identify opportunities for improved service delivery Provide input into policies as necessary Remain current on all ongoing changes to pay, pension and benefit administration Develop and maintain procedure documentation Participate in departmental meetings Participate in ongoing process improvement initiatives within the Pay & benefits services department PROBLEM SOLVING: Describe difficult or challenging situations the position is typically expected to solve; the degree of originality of the solutions; assistance available; and any problems or decisions that must be referred to a supervisor for resolution or approval To effectively manage the wide-range of responsibilities requires the incumbent to work independently to solve most day-today issues. The job makes frequent decisions on how to analyze and resolve discrepancies in the information relating to pay, pensions and benefits and works with the appropriate staff to correct problems. ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the size of the job. Attach a complete Organization Chart that includes supervisor, peers, direct reports and staff. This position supports the delivery of pay, benefits and pension services for approximately 3400 employees. The job provides cover-off when other Pay and Benefit staff are absent and is expected to maintain a level of knowledge in the areas of payroll, pension and benefits administration for that purpose. Overall the work has cross-district impact.

4 REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job s purpose. Job Title Job Responsibilities None CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.). Contact Nature and Purpose Frequency Benefit carriers Financial Services District staff Former staff Auditors (internal and external) To provide information related to earning, pension contributions and to obtain information that impacts same. To interpret policies, procedure, processes, regulations and legislation. To resolve problems and provide alternatives solutions. To ensure information is relayed, processed and records are updated accurately. To provide and gather information To explain payroll information, resolve problems, interpret policies and procedures To provide and gather information To explain payroll information, resolve problems, interpret policies and procedures To respond to questions and provide information relating to payroll, pension transactions daily Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job. Knowledge and Experience Competencies Diploma in an area related to business administration, accounting, pay and benefits, plus three years directly related experience. Benefits and pension related courses along with PCP certification are an asset. Knowledge of pay and benefit policies, procedures practices, legislation and regulations Strong knowledge of electronic HRMIS (preferably PeopleSoft) and financial systems Strong knowledge of Pension plan and pension administration Advanced level training in Microsoft Office XP and Excel Knowledge of accounting principles and practices; human resource and financial policies, regulations and procedures Understanding of collective agreements, policies, procedures and principles Knowledge of FOIP and records management principles and legislation; project management principles; Understanding of the department and district programs, business and operations Strong analytical and problem solving skills Attention to detail and the ability to work with numbers Strong written and oral communication skills and the ability to explain technical information to stakeholders Strong needs assessment skills are required to provide support to four employee groups Strong time management skills and the ability to manage projects, balance conflicting competing priorities and work within specific timelines Ability to do research to resolve complex problems Ability to work independently with minimal or no supervision Ability to be flexible and establish rapport and trust in working relationships with a range of stakeholders Ability to work as part of a team High level of confidentiality Signatures

5 The signatures below indicate that the incumbent, supervisor and principal/director have read, discussed, and agreed that the information accurately reflects the work assigned. Incumbent Supervisor Manager This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District s human resources program. If you have any questions about the collection of this information, contact the Assistant Superintendent, Human Resource Services

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