LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.

 

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ADMINISTRATOR, PAYROLL AND PENSION

 

This is a Permanent Full-Time position

 

 

Department: Financial Services

 

Reports to: Director, Financial Services

 

Classification: Management, Full Time

 

 

PURPOSE OF THE ROLE

 

Reporting to the Director, Financial Services, the Administrator, Payroll and Pension is accountable for the administration of payroll for all London Public Library and a third-party employees.  The position is also accountable for: maintaining internal financial controls to ensure compliance with payroll legislation, standards, policies and the Collective Agreement while ensuring the accuracy, integrity and confidentiality of all payroll records.  In addition, the position ensures compliance with the Pension Act and accuracy and completion of all OMERS events, including but not limited to, the final year-end process.

 

The Administrator assists the Director, Financial Services in directing the workflow of payroll and supervises employees who are direct reports.  

 

The position models leadership behaviours and actions consistent with London Public Library’s Mission, Vision, Values and Service Excellence Model.

 

KEY ACCOUNTABILITIES:

 

Leadership & Administration

·        Works with the Director, Financial Services and Senior Team to bring the LPL Vision, Mission, Services Excellence Model and Strategic Plan to life.

·        Facilitates and supports accurate and timely two-way communication amongst all departments and as required key external stakeholders.

·        Builds and maintains collaborative and productive working relationships across the Library organization.

·        Models behaviours that demonstrate commitment to the Library’s Vision, Mission and Values.

·        Participates on LPL cross-functional project teams to lend skills, competence and knowledge. Supports Directors, Managers and Supervisors.

 

Payroll and Benefits - Analysis and Controls

·        Verifies and ensures the accuracy of payroll data and works with staff to resolve any discrepancies/correct errors. 

·        Provides research support in the area of payroll and benefits to the Director, Financial Services, as required.

·        Oversees the Payroll Officer’s duties in processing the payroll and benefits for the Library and the third-party payroll, ensuring accuracy and timeliness.  Completes source deductions remittances.

·        Oversees and ensures the completion of yearend T4s, T4As and applicable other government yearend forms (such as T2200) for both the Library and the third-party payroll.

·        In cooperation with the Accounts Receivable Clerk and Payroll Officer ensures the accurate and timely completion of the monthly Retiree/Leave of Absence benefit process.

·        Monitors all leaves of absences to calculate benefit, leave and pension costs for all Library and third-party employees, providing information to the Ontario Municipal Employee Retirement System (OMERS) and ensures compliance with monthly and annual deadlines. Completes T2033 when required.

·        Completes the final yearend process for all Library and third-party employees’ pension statements.

·        Responds to employee questions regarding payroll earnings and deductions, OMERS broken services, Canada Savings Bonds (CSBs), etc.

·        Monitors, maintains and evaluates internal controls, ensuring adherence to Library policies, procedures and Collective Agreement.  Reviews biweekly, monthly and annual records of payroll transactions to ensure compliance with approved procedures.

·        Identifies risks and inefficiencies and works with the Director, Financial Services to develop and implement solutions to mitigate risk.

·        In collaboration with the Payroll Officer maintains and continually updates employee procedures for all payroll processing (i.e. new hires, leave of absences, status transfers and resignations).

·        Seeks ways to continuously improve and streamline processes by recommending and implementing changes to internal payroll procedures.

·        In collaboration with the Director, Financial Services, manages, tests and implements all software upgrades and/or projects related to payroll and timesheets.

·        Coordinates the annual update of the payroll tax tables in the financial system for both the Library and the third-party company.

·        Maintains current payroll procedures for Payroll Contingency Plan.

·        Assists the Director, Financial Services in financial analysis regarding personnel matters such as contract negotiations and the personnel budget, when requested.  Participates as a financial resource for management during contract negotiations.

·        Ensures the confidential and accurate completion of retroactive pay adjustments, financial grievance settlements and/or other personnel payments/settlements related to legal matters.

 

Payroll and Benefits - Reporting

·        Ensures the timely and accurate recording and reporting of financial information and that internal and external deadlines are met.

·        Assists the Manager, Financial Operations, in completing the Annual Charity Return.

·        Assists with the annual audit with external auditors and in the preparation of year-end payroll schedules, lead sheets, reconciliations and working papers for the auditors.  Liaises with audit staff and responds to information requests.

·        Communicates with external resources as needed to clarify and/or respond to payroll and benefit issues.  Also responds to any queries from other Boards and Commissions.

·        Ensures compliance with Canada Revenue Agency regarding tax treatment of taxable benefits and special payments.

·        Responsibility and custody over employee payroll files for the Library and third-party company, including information such as pay, classification, attendance records, hourly or salary for all unionized and management employees.

 

Legislation and Standards

·        Maintains a current knowledge of, and researches and applies legislation and regulations affecting the Library and/or third party’s payroll, such as, the Income Tax Act (ITA), Employment Standards Act (ESA) and advises Director, Financial Services as to the implications of changing legislation.

·        In collaboration with the Director, Financial Services, enforces compliance with government legislation and standards.

·        Maintains a current knowledge of OMERS and ensures financial compliance for all employer requirements.

·        Follows legislated requirements and industry standards in records management to ensure the accuracy, integrity and confidentiality of all financial records.  Ensures that staff also follow requirements and standards.

 

Team Leadership

·        Assists the Director, Financial Services in directing the workflow of payroll to achieve the most effective and efficient utilization of staff resources.

·        Creates a team environment, which fosters and develops high performance and effective working relationships.  Acts as a change agent to positively encourage others and manage change.

·        Builds support for Library vision and departmental goals/objectives by communicating expectations and rationale and by monitoring and measuring work and outcomes.  Looks for daily opportunities to highlight the connection between overall strategy and day-to-day operational activities.

·        Supervises the Payroll Officer by directing the work and overseeing the quality, accuracy and standard of work performed by direct report.  Provides all necessary training for the Payroll Officer to perform their role.

·        Continually looks for opportunities to improve and maximize the efficiency and effectiveness of payroll and make recommendations to Director, Financial Services.

·        Ensures that all staff are trained and developed to ensure that staff’s skills and knowledge are updated and current by

o   Working in collaboration with the Director, Financial Services and Administrator, Training & Development to ensure that there is a training model in place for the department and that staff participate in training.

o   Providing additional training as needed; recommending external training and workshops as necessary

o   Encourages and supports staff in learning and using new techniques and software.

o   Assists in cross training of staff for vacation/sick time relief, and workflow efficiencies, also providing additional/supplementary coverage where necessary.

·        Manages and supports staff performance and development by:

o   Providing consistent communication, feedback, coaching and empowerment;

o   Working with staff to address/resolve performance issues;

o   Documenting performance and conducting performance appraisals for direct reports.

o   Creating development plans to build core competencies and personal effectiveness.

·        Builds teamwork and team effectiveness.

·        Promotes staff health and safety.

·        Celebrates department by taking opportunities to express positive expectations and feedback on an individual basis and through team celebrations; share successes with other parts of the organization as appropriate.

 

Human Resources Management

·        Hires, promotes and transfers staff; disciplines, demotes and discharges staff. Participates in interview process and provides recommendations on probationary period for direct reports.  Participates in the grievance procedure for direct report.

·        Approves Payroll Officer’s requests for vacation, overtime and leave of absences, when required.

·        Collaborates in the development and system-wide application of the institution's employee relations policies; ensures that such policies are applied.

·        Keeps current on the provisions and interpretations of Library Board policy and the Collective Agreement and ensures that they are properly applied.

·        Performs the duties required of a supervisor under the Occupational Health and Safety Act and Regulations.

 

Other

·        Keeps current in the field of payroll and its application to the public library setting.

·        Keeps current with changes in legislation as it affects the payroll, and ensures the implementation of and processes of these changes.

·        Performs other related duties as assigned.

 

 

 

 

 

QUALIFICATIONS:

 

Education:

 

• Successful completion of a post-secondary degree or diploma in accounting, payroll, human resources and/or related field.  Or equivalent combination of education and related professional and lived community experience.   

• Successful completion of the Payroll Compliance Professional (PCP) and/or Payroll Leadership Professional (PLP) (formerly Certified Payroll Manager (CPM)) designation, or equivalent lived experience, maintaining a current membership in the National Payroll Institute and be in good standing.

 

Experience:

 

• A minimum of five (5) years of progressive payroll experience, preferably within the public sector.

• Experience with the Ontario Municipal Employees’ Retirement System (OMERS) or a similar registered pension plan is required .

• Previous supervisory experience in a unionized environment an asset.

 

Key Competencies: Knowledge, Skills, and Abilities:

 

Behavioural

 

·         Demonstrated level of professionalism and confidentiality with strong ethics.

·         Demonstrated ability to work independently and collaboratively in a team environment.

• Exceptional oral and written communication skills.

• Excellent detail orientation and analytical skills.

·         Excellent organizational skills with demonstrated ability to prioritize, multi task and manage projects.

 

Leadership

 

• Demonstrated leadership skills with a team-oriented management style; at least three years of supervisory success.

 

Technical

 

• A solid understanding of applicable legislation and standards, including reporting and compliance requirements.

• Solid and practical understanding of Canada Revenue Agency regulatory requirements related to charities, Employment Standards Act (ESA), taxable benefits, payroll, source deductions, the Income Tax Act and Pension Act.

• Proven advanced knowledge of Sage 300 accounting software, Windows, Microsoft Office.  Proficient in the development, design and use of advanced Excel spreadsheets.

 

 

Interpersonal Relationships

 

With Whom:	Frequency	Purpose and Type of Communication
Payroll Officer	Daily	Training, overseeing work, project management
Director, Financial Services	Daily	Reporting, policies, approvals
Financial Services Team	Weekly	Month and year end, processing, updates, resolve issues, assist with workflows
Senior Team, Coordinators, Supervisors	As needed	Inquiries, reporting, training, policies
Human Resources	Daily	Ensures proper payroll administration and participates in recruitment/performance management for direct report.
Library Staff	As needed	Payroll and pension inquiries
Service Canada, CRA and other government agencies	As needed	Reporting, legislative compliance
City of London	As needed
External Auditors	Annually	Audit, answer questions, provide analysis

 

Scope

 

 

Direct Reports	# of Direct Reports: 1
	Titles of Direct Reports
	●     Payroll Officer ●
Indirect Reports	# of Indirect Reports: 0
	Titles of Indirect Reports
	●       ●

 

Work Environment:

 

·         Work in an individual office space with door for noise reduction and privacy.

·         Frequent interruptions

 

Physical and Mental Exertion:

 

Physical:

• Alternating positions of walking, sitting and standing, with choice of position.

• Moving binders & boxes of files regularly.

 

Mental:

Frequent interruptions. Multiple demands and deadlines. Concentration required for complex reports and reconciliations. Listening to complaints, issues, inquiries from staff in the department, in other departments and outside the organization. Analyzing reports and accounts on a frequent basis with continuous interruptions. Dealing with financial issues that could have a negative outcome for the organization.

 

Working Hours:

• Work a standard 35-hour week.

• Regular evening or occasional weekend work (no shift or premium paid).

• Ability to work evenings and weekends during year-end and other periods of peak workflow is expected.

 

 

Salary to commensurate with education and experience

 

This is an Excluded position from the Bargaining unit.

 

Applications for this position will be accepted by the Human Resources Department up to June 9, 2023 at 6:00 PM at Human.Resources@lpl.ca

 

We thank all applicants who apply however, only applicants considered for interviews will be contacted. We are an equal opportunity employer.

The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.