Payroll & Pension Specialist

Job Number: 1891
Job Type: Full-Time
Temp Contract Length:
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Administration
Number of Positions: 1
Department: Payroll
Division: Human Resources
Hours of Work: 35
Union: Management/Management Support
Grade: Management/Management Support Grade 04
Salary Range: $75,002.20 - $93,748.20 per year

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:

Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

Recognizing our shared humanity and land
Taking only what we need
Leaving some for others
Keeping the dish clean

This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

The Role

Assists the Manager to administer corporate payroll functions, and coordinates and administers assigned payroll(s) for the Region and Police Service. Reconciles pension (OMERS) broken service and annual reporting for the Region and Police Service. Reconciles costs and received payments for OMERS member disability elimination periods and other broken service periods. Supports projects and payroll system upgrades.

Duties/Responsibilities

Assists the Manager with payroll processes, including monitoring transmittals to the bank and reviewing net pay changes. Performs all of the work of the Payroll Coordinator for assigned payroll(s).
Reconciles OMERS broken service; identifies type of leave and initiates costing, based on OMERS procedures. Files same with OMERS.
Prepares OMERS annual reports and compiles information (e.g., pensionable earnings, deductions). Analyses and calculates credited service for employees with less than full service. Calculates and enters pension adjustments.
Prepares costing of disability elimination periods, and informs employees regarding options to purchase service. Forwards to Payroll Coordinator for repayment coding. Informs Benefits staff regarding disability elimination period costs, where applicable. Prepares year end calculations on uncalculated disability elimination periods, and forwards to employees prior to calculating pension adjustments.
Calculates OMERS arrears and advises Benefits staff of same.
Calculates contributory earnings, credited service, and pension adjustments for T4s and 119s upon employee termination or retirement, and files with OMERS. Maintains information for same.
Receives documentation and payments from employees purchasing broken service, identifies account to be credited, submits to Accounts Receivable, and updates records with OMERS and in the human resources information system.
Prepares and analyses monthly remittance payments, including broken service purchases and adjustments.
Calculates and remits employment insurance rebates to Police Association.
Processes parking deductions and taxable benefits, and vehicle taxable benefits. Calculates adjustments. Conducts audits annually, and contacts employees, as required.
Administers Police College loans. Contacts employees to collect payments when employment interruptions occur. Reconciles loan sub-ledger to general ledger control account, investigates variances, and compiles reports and summaries.
Supports IT and HR to implement payroll system upgrades by testing system functionality, identifying problems/errors, and making suggestions.
Supports projects by participating in meetings, gathering payroll-related data, conducting research, and preparing reports.
Works with Police HR and Payroll regarding payrolls (deductions, calculations, changes, overpayments, OMERS), and maintain payroll system information. Contacts OMERS to discuss employee and reporting issues. Exchanges information with area municipalities. Responds to questions from employees.
Backs up Payroll Coordinators and the Manager, as required, including reviewing/authorizing manual cheque requisitions.
Takes steps to ensure safe-keeping and protection of employee personal information (e.g., SIN, garnishes).
Performs related duties as required.

Knowledge, Skills, and Abilities

Knowledge of payroll regulations, generally accepted accounting principles and practices, math, spreadsheets, word processing, computerized payroll, and administrative procedures and protocol, normally acquired through a post-secondary diploma or degree in a related field (e.g., business administration, commerce, economics, accounting, math), plus eligibility for Level II standing with the Canadian Payroll Association, plus progressively responsible related experience.
Knowledge of and ability to comply with policies, procedures, collective agreements, and related legislation (e.g., income tax, employment standards, WSIB).
Analytical and problem solving skills to prepare broken service costing.
Communication and human relations skills to identify, resolve, and present issues and information; respond to inquiries; participate in presentations and information sessions; and participate as an effective team member.
Ability to read and understand letters, financial information, reports, and legislation. Ability to complete OMERS forms, letters, reports, and correspondence.
Computer skills with ability to use software such as Microsoft Office, a human resources information system with payroll (e.g., Banner), computerized financial system (e.g., Oracle), computerized time and attendance system (e.g., Kronos), reporting system (e.g., Crystal), and on-line platform for the Region’s banking institution.
Must provide an acceptable Police Information Check (Level 2) for bondability.
Ability to work extended hours during annual peak periods, if required.
Ability to participate in an official standby/on-call rotation to respond to legislated or time sensitive demands beyond regularly scheduled work hours.
Ability to travel within Waterloo Region. Ability to support and demonstrate the Region’s values.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. The Region of Waterloo invites applications from all qualified individuals. We are strongly committed to employment equity, diversity and inclusion in the workplace and encourage applications from Black, racialized/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2SLGBTQIA+ persons.

The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.

Please note: candidates will be provided an update on their application Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

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Payroll & Pension Specialist