Full-Time Human Resources & Payroll Coordinator Position Available

Job Description and Position Information

Position Title

Human Resources (HR) & Payroll Coordinator

Department

Administration

Reports to

CAO/Treasurer or Designate

Hours of Work

35 hours per week.

Primary Function

Under the direction of the Chief Administrative Officer (CAO)/Treasurer, the Human Resources (HR) & Payroll Coordinator is responsible for providing support in all key areas of human resources including recruitment and selection, labour relations, health and safety, training and development, performance management and policy development. The HR & Payroll Coordinator is also responsible for the administration of compensation and benefits, leave period administration, pension administration and personal health accounts. This position provides excellent customer service to both internal and external customers.

Responsibilities

To assist the various departments as follows:

Recruitment and Staffing:

• Maintain the Human Resources records system including employee record creation and changes, demographics, position, salary and vacation entitlement, annual performance review schedule and salary grid movements.
• Maintain confidential personnel records for all employees.
• Manage and deliver recruitment services as it pertains to managing and executing the full life cycle recruitment process including job advertisements, applicant screening, assessment of candidates, candidate selection and offer management, along with layoff and recall processes. Ensure that all procedures identified within the hiring policy, or the collective agreement are followed.
• Maintain a database of recruitment templates from job posting through to job offer.
• Prepare all employment offers based on terms agreed to during the recruitment process.
• Liaise with department heads to maintain comprehensive job descriptions for new and existing positions as duties change over time.
• Participate in grievance, mediation and arbitration meetings as required; draft Minutes of Settlement and Letters of Understanding as required.
• Provide support in all matters related to CUPE, including preparing seniority lists, calculating and remitting CUPE dues, coordinating agendas and minutes for quarterly labour relations meetings, coordinating grievance handling, and participating in the negotiation process for collective agreement renewal.
• First point of contact for employees, beneficiaries, benefit consultant and carriers for provisions outlined in the collective agreement, benefit booklets and Human Resources policies and practices.
• Develop, maintain and coordinate an employee orientation program for the various employee groups. Upon commencement of employment, work with managers and supervisors to ensure on-the-job training is scheduled to occur in a timely manner and conduct corporate employee orientation with new employees.
• Work with managers and supervisors in the effective management of absences and accommodation of workers related to injury, illness, and/or disability.
• Promote positive and productive labour/employee relations. Work with parties to develop strategies to repair and enhance workplace relations as necessary.
• Conduct investigations or facilitate third-party led investigations in accordance with policy and procedure.
• Provide support for disciplinary procedures up to and including termination, including liaising with municipal solicitor as needed.
• Develop termination procedures to ensure staff that have left the organization have been removed from website, digital access to system, alarm codes, keys, etc.
• Prepares and recommends policies and procedures; ensures effective implementation and adherence to approved policies and procedures.
• Strategic planning for human resources, making recommendations to the CAO as relates to broader HR requirements, goals and objectives for the organization.

Compensation and Benefits Administration:

• Process bi-weekly payroll using the municipal payroll management system for all staff including members of Council, in accordance with legislation, the non-union salary grid and the collective agreement and prepare direct deposit information for upload to bank.
• Maintains the municipal payroll management system by updating rate changes for wage and various benefits as required. Continually monitor for opportunities to improve processes with the system.
• Process expense vouchers for payment to Council members as received. Administer other payments such as boot allowances, accommodation and mileage related to employment in accordance with policy and the collective agreement. 
• Process biannual payroll for members of the Volunteer Fire Department.
• Administer the Manulife Benefit Plan including calculating payroll amounts, reconciling statements to payroll, assisting employees through the claims administration process for short- and long-term disability and life insurance claims educating employees on claims administration and providing continual education on benefit coverage. Meet with the CAO/Treasurer and benefit broker annually to review renewal rates.
• Administer the Personal Health Spending Account for all employees and council members in accordance with policy, the Collective Agreement and the Income Tax Act.
• Administer OMERS pension plan in terms of calculating regular and buy-back contributions for employees, assisting employees with completing necessary forms for enrolment, electing to start pension, leave periods, etc.
• Administer the various WSIB accounts including calculating premiums for remittance, assisting employees with claim procedures related to workplace injury or illness.
• Administer the Return-to-Work process for all employee leave periods.
• Process annual T-4’s for all employees, year-end coordination for WSIB, EHT and OMERS reporting. Prepares year-end payroll and remuneration reports.
• Prepare ROEs following resignation/termination or layoff.

Health and Safety:

• Coordinate the corporate Health and Safety program including any applicable staff committees.
• Assess, plan and complete priorities as per the corporate health and safety program.
• Maintains the Municipality’s Health and Safety Policy Manual to ensure compliance with applicable legislation. Distributes updates to management and staff.
• Conducts research, compiles data and findings, assists with drafting policies and procedures and assists the CAO and Managers with implementation.
• Communicates Health and Safety information regularly to engage and inform Council, management and staff.
• Maintains Health and Safety database. Delivers, provide/controls access, maintains and monitors on-line training.
• Assist with initiatives led by WSIB.

General:

• Monitor changes in legislation and best practices with the goal of maintaining and developing new HR policy and procedure.
• Support the maintenance and review of the non-union job evaluation system and associated performance management programs in conjunction with the CAO and Pay Equity Consultant.
• Maintain staff training records and coordinate relevant joint training opportunities. Organize internal and external training activities across departments.
• Foster and promote a friendly and open working relationship with employees.
• Foster a culture of appreciation by recognizing staff milestones and any other significant milestones within the organization.
• Oversees the Careers page of the municipal website.
• Other duties as assigned.

Contacts

Internal:

• With Chief Administrative Officer, Department Managers and co-workers for the purpose of obtaining and sharing information to complete work assignments as they relate to human resources matters.

External:

• With job applicants to schedule interviews, provide updates on their application status, and answer any questions they may have.
• With the Municipal Solicitor to provide and obtain information related to human resources matters.
• With government agencies regarding compliance with labor laws, reporting requirements, and other regulatory matters.
• With consultants who provide expertise in areas such as organizational development, employee engagement, and compensation planning.
• With training providers to arrange training sessions for employees and liaise with external training providers to ensure the programs meet the organization's needs.
• With external HR professional and colleagues for benchmarking, sharing best practices, or seeking advice.

Skills

• Working knowledge of labour relations, Health and Safety, compensation,benefits practices, and Human Resources legislation (e.g. ESA, OHSA, WSIA, AODA, Ontario Human Rights Code, Pay Equity Act, PIPEDA, etc.) is required.
• Demonstrated knowledge and experience with payroll processes.
• Experience with administration of company benefit and/or pension plans.
• Proficiency and experience with Microsoft Office Suites and software skills to manage the payroll software most effectively.
• Strong administrative, organization and analytical skills.
• Ability to maintain absolute confidentiality and security in correspondence and documentation.
• Proven ability to lead and motivate staff, promote a safe environment and ensure staff comply with legislative standards.
• Strong verbal and written communication skills with the ability to communicate effectively and tactfully with employees, elected officials and individuals external to the organization.
• Well-developed interpersonal skills with ability to foster trust, cooperation and collaboration and inspire others to persist and strive for excellence.
• Excellent ability to manage significant issues which attract political/media/ community attention through sound issues management techniques and ability to manage diverse relationships.
• Ability to collaborate with various levels of staff.
• Time management, organizational, analytical, research and presentation skills.
• A team-focused attitude with the ability to work independently with minimal supervision.
• Flexible, adaptable and responsive to change.
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the CAO as required.
• Knowledge of legislation and awareness of current social, economic and political acumen is an asset.

Education

• Post-Secondary education with a concentration in Business Administration and/orHuman Resources.
• Working towards acquiring professional accreditation in the HR field. (e.g. Certified Human Resources Professional (CHRP) designation) is considered to be an asset.
• Possession of a valid "G" Driver's License is an asset.

Experience

• 3 to 4 years of experience in human resources.
• Experience in Canadian payroll is considered to be an asset.

Working Conditions

• Office work requiring periods of sitting, typing and use of office equipment with the flexibility to work from home, from time to time. Requires visual and mental concentration. The individual does have the ability to move freely as required to reduce fatigue.
• Frequent exposure to deadlines, interruptions and setting urgent priorities.
• Standard office hours, Monday through Friday, with occasional extended hours for meeting attendance or to handle emergency situations.
• Occasionally deals with difficult customers.
• Occasional site visits to other work areas for meetings, etc.
• Work may require occasional lifting, bending, crawling and moving of equipment or other moderate to heavy physical activity while visiting sites.