Payroll Services

PASS Grade 3 $66,708 to $75,082 (under review)

About the Board

The Hamilton-Wentworth District School Board (HWDSB) is committed to learning, equity, engagement and innovation. We are guided by our vision, Growing Together, the mission that every student experiences a sense of belonging and engages in dynamic learning to reach their potential and build their own future, and our values of Compassion, Dignity, Trust, and Joy to guide our daily work and ensure that we honour the unique identities and needs of all. Proudly serving a community of approximately 50,000 students in the City of Hamilton and surrounding area, HWDSB operates across 80 elementary schools, 13 secondary schools and 1 Adult Learning Centre, in addition to providing support and service to approximately 8,800 staff members.

Staff Wellness

At HWDSB, staff wellness is a priority. We are committed to co-creating and fostering an environment where staff feel safe, valued, and supported. We are continuously striving to support the needs of our diverse community and actively work to foster and maintain a culture of human rights.

Our holistic Staff Wellness program has been designed to support employee’s well-being in all dimensions of health. As one part of this comprehensive program, all staff as well as their dependents have access to free and confidential supports through our Employee and Family Assistance Provider (EFAP), in addition to many other program components.

About the Role

Reporting to the Manager, Payroll Services the Payroll and Pension Coordinator performs operations in preparing biweekly payroll for hourly and salaried employees within a large multi-union environment. Maintains accurate payroll records and responds to employee requests and/or inquiries in a timely and effective manner. The incumbent maintains a strong commitment to customer service with our external stakeholders and employees.

The Payroll and Pension Coordinator will be responsible for the overall processing of the OMERS & OTPP pension plans. OMERS includes all enrollment, status changes, leaves, retirements and resignations as per OMERS regulations. Integrity and strong attention to detail are crucial to this role as well as the ability to respond to the continuous and ongoing deadlines that are part of the payroll/pension process.

The scope and nature of payroll in the school board environment is extensive and varied and requires a broad understanding of various employment scenarios, earnings types, and taxation requirements as well as the ability to apply professional expertise and judgment.

Duties include but are not limited to:
Performs calculations of pay related changes, retro pays, prorated salaries, terminations, leaves of absence, FTE adjustments , etc.

Prepares, calculates, and verifies all data necessary for processing payroll for all employee groups to ensure payroll accuracy.

Audit and verify payroll data for accuracy and ensure that all payroll records are in accordance to the collective agreements, pension and third party legislation.

Back up to Payroll Supervisor for bi weekly pay processing and transmitting to financial institutions

Support the Payroll Supervisor in year end reconciliation.

Prepare and process all payroll data for new hires, terminations and payroll changes.

Process manual/off cycle pays and stop payments as required.

Review and audit payroll pre-processing pay register to ensure accuracy of payroll information, compliance with board policies and relevant legislations.

Work collaboratively with various departmental personnel ensuring payroll information is received and processed according to appropriate Collective Agreement and Terms and Conditions.

Process Records of Employment in accordance with Service Canada regulations.

Discretely handles details of a highly confidential and critical nature.

Update TIM ( Teachers Pension Plan (TPP)Application) with employee information and status changes.

Resolve TPP issues in a priority sequence.

Manage Pension members inquiries and requests.

Perform with a high degree of accuracy in OMERS and OTPP pension calculations.

Organize and prioritize to maintain complete and accurate documentation in accordance to pension deadlines.

Adhere to OMERS plan regulations while administering the plan.

Provide excellent service to employee inquiries in a timely manner.

Verify earnings for employees, indicating gross and net salaries and deductions such as taxes, union dues, garnishments and insurance and pension plans.

Work with payroll supervisor to reconcile payroll accounting.

Ability to check and/or verify the work of others.

Maintain detailed records and documentation of payroll transactions for audit purposes, in accordance with statutory requirements and company policies and procedures.

Review pay related submissions for completeness and compliance with government legislation, Board policy, and established processes and procedures.

Responsible for ensuring current knowledge of government legislation, Pension Guidelines, Board Policy and Collective Agreements affecting payroll, pension and employment insurance benefits (Service Canada).

Be willing to participate in professional development in order to keep abreast of changes in the field.

Perform other duties as assigned including payroll back up during absences and vacation, as well as during peak workloads.

Qualifications:
2-3 year post secondary program in a related field or equivalent public sector payroll/pension related experience.

3 years comprehensive knowledge and full payroll/pension cycle experience.

Experience working in a unionized environment is an asset.

National Payroll Institute (formerly Canadian Payroll Association) Payroll Compliance Practitioner Designation (PCP) – an asset.

Extensive knowledge of related Provincial and Federal government legislation, and the ability to interpret collective agreements.

Strong analytical, organizational and multi-tasking skills.

Excellent knowledge of processes to import/export electronic data.

High level of proficiency and accuracy in keyboarding and calculations in related applications (Outlook, Excel, adobe PDF and Word; experience with HRIS - IPPS would be considered an asset.

Strong written and verbal communication skills to enable effective interactions with all levels of staff, union representatives, and external associates with respect to sensitive and confidential issues in a tactful and diplomatic manner.

Demonstrated commitment to working in a diverse school community and/or work environment.

Deadline for submission is 12:00 p.m. on Thursday, January 2, 2025.

Employment Equity Statement

Hamilton-Wentworth District School Board (HWDSB) is committed to building inclusive learning and working environments where students see themselves reflected in the curriculum, staff population, physical surroundings and the broader community.

HWDSB’s mission is to empower students to learn and grow to their full potential in a diverse world. Guided by this mission, HWDSB strives to build a workforce that embodies the values of human rights, equity, diversity and inclusion, while reflecting and welcoming the diverse and distinct identities, experiences and needs of our students and our communities.

HWDSB seeks qualified candidates who share our commitment to equity and inclusion, and who will contribute to the vision of creating inclusive and equitable outcomes. HWDSB especially invites and welcomes applications from:

Indigenous Peoples (e.g., First Nations, Métis and Inuit peoples).

Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin (e.g., Black and racialized communities, immigrant communities, etc.).

Persons with visible and/or invisible (physical and/or mental) disabilities.

Persons who identify as women.

Persons of marginalized sexual orientations, gender identities, and gender expressions. (i.e., Two-spirit and LGBTQIA+).

As part of HWDSB’s commitment to employment equity and removing barriers to groups that have faced and continue to face barriers in employment, we invite all applicants to complete a voluntary questionnaire that collects identity-based information. The voluntary questionnaire is on the Apply to Education application page for this position.

HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds. If you require accommodation, please notify us in advance and we will work with you to meet your needs.

Land Acknowledgement

HWDSB is located on ancestral Anishinaabe and Haudenosaunee Confederacy land as determined by the Dish with One Spoon treaty. The Dish with One Spoon wampum belt represents the treaty relationship between the Haudenosaunee Confederacy and Anishinaabe with respect to sharing the land and resources thereon. The intent of this agreement is for all nations sharing this territory to do so responsibly, respectfully and sustainably in perpetuity. We respect the longstanding relationships with the local Indigenous communities, the Mississaugas of the Credit First Nation and the Six Nations of the Grand River.

Applicant Self-Identification Form

The information collected on this form is used to monitor HWDSB’s progress toward our equity goals including our commitment to diversity in HWDSB recruitment and hiring practices. We are committed to the security and confidentiality of information under our control, and to the protection of privacy with respect to personal and confidential information that is collected, used, disclosed and retained in the system (Policy 1.6 - Privacy). Information on this form is collected pursuant to Ontario’s Education Equity Action Plan (Ministry of Education) and in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Access to this form is restricted to specific individuals in Human Resources. The Research and Analytics Department will use aggregate data from all the forms (not individual data) for internal reporting. Their access and use of the data is governed by MFIPPA and ethical research practices. Applicant Self-Identification Forms will be maintained in the Human Resources job competition file and securely destroyed 1 year after the job posting for candidates not selected for an interview and 6 years after the job posting for candidates interviewed, in accordance with general records retention principles. If you prefer not to answer any of the questions, you can select “prefer not to answer”. This in no way affects your application or the applicant selection process. If you have questions or concerns about this form please contact humanresources@hwdsb.on.ca.

Hamilton-Wentworth District School Board jobs

Payroll and Pensions Coordinator