Administrative Assistant, Employee Support Services

JOB TITLE: Administrative Assistant, Employee Support Services

DEPARTMENT: Transit

POSTING NUMBER: 105531

NUMBER OF POSITIONS: 2

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35hour workweek / shift work / variable hours

LOCATION: Hybrid Model – when working onsite, you will report to the location of Clark

SALARY GRADE: 3

HIRING SALARY RANGE: $66,206.00 - $74,482.00 per annum

MAXIMUM OF SALARY RANGE: $82,757.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: July 21, 2023

CLOSING DATE: August 7, 2023

Area Of Responsibility

This position is responsible for supporting the Coordinator, Employee Support Services in the payroll and timekeeping process for the Transit Division to ensure the administrative timekeeping functions are achieved within prescribed timelines and quality service standards.

Key Duties And Responsibilities

• Work well within diverse groups to support operational goals and objectives.
• Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
• Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
• Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
• Customer Service Tasks
• Support annual pay outs as outlined in the ATU Collective Agreement.
• Use knowledge and insights gained in working with stakeholders, analyze payroll information, identify trends and concerns, and suggest ways to improve processes or to resolve issues.
• Ensure the confidentiality and security of employee and departmental files.
• Provide support in the implementation, knowledge sharing, subject matter expertise, and testing of payroll and scheduling projects such as Hastus, Workforce MyTime, and others.
• Special Projects – Analysis and Tracking
• Ensure necessary sign offs and approvals meet audit requirements and confidentiality.
• May be requested to represent the payroll or administrative function at meetings or events.
• Track vacation, lieu and floater accruals for unionized employees and handle confidential enquiries providing analysis for resolution and decision-making. Assist with ensuring all audit requirements are met.
• Contribute to a healthy team environment.
• Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Transit Part-Time, Maintenance and Operations staff and work closely with Payroll Services to ensure deliverables meet payroll deadlines.
• Assist in the maintenance of updated payroll process maps, knowledge libraries, and off-cycle trackers to ensure accurate and efficient performance of payroll tasks.
• Ensure all standard procedures are followed and provide guidance to people leaders on new payroll related processes, both verbally and through assisting in drafting SOP, so that a common understanding for Transit staff is delivered.
• Pro-actively identify issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
• Ensure daily functions are performed according to City Policies and Collective Agreements.
• Support Process Improvement Initiatives and Change Management
• Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
• Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
• Human Resource, Administrative and Financial Support
• Demonstrate corporate values at all times.
• TEAMWORK AND COOPERATION
• Maintain up-to-date employee and payroll files, documentation, and correspondence.
• Respond promptly to inquiries, ensuring accuracy and efficiency in addressing employee needs.
• Ensure tracking of unique payroll instances, to allow consistency in future occurrences.
• Database and Records Management
• Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.
• Support administrative team and functions on an as needed basis
• Willingness to work additional hours, when necessary, to ensure accurate and timely submission of payroll.
• Prepare and submit Employee Data Change Forms (EDCs) for onboarding, off boarding and job-related changes.
• Coordinate with ATU executives for up-to-date information regarding long-term absences and update internal data and time entry.
• Prepare monthly union bills and assist with invoice payments as needed. Assist with providing guidance and information regarding pension and benefits inquires and update internal records and time entry regarding OMERS eligibility.
• Payroll Timekeeping and Scheduling
• Provide recommendations to enhance operational efficiencies across all Transit departments.
• Serve as the primary point of contact for all payroll-related matters in the absence of the Coordinator, Employee Support Services.
• Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
• Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
• Assist in payroll and process training for Transit departments to ensure efficient payroll processes, as needed.

Selection Criteria

• Support multiple priorities to ensure timelines are achieved while maintaining data integrity.
• Experience working in a unionized environment, specifically ATU, is a definite asset.
• Solve problems for internal customers through providing correct and timely information from previously identified sources (databases, records, other people)
• Demonstrated commitment to customer service skills with the ability to resolve questions and concerns in a fast-paced work environment.
• Determine priorities of many requests
• Strong computer skills in Microsoft Office (Outlook, Excel, Word, PowerPoint) and payroll systems (PeopleSoft HRMS and Hastus).
• Relevant previous payroll experience would be an asset.
• Post secondary certificate in Office Administration or equivalent experience.
• Work independently in the delivery of own duties; Assist other staff to solve problems, as required.
• Minimum two years payroll and/or administrative work experience, preferably in a transportation environment.
• Ability to work independently to meet fixed deadlines.
• Strong organizational and communication skills with the ability to set priorities to ensure ease of workflow.
• Aptitude for figures with a strong attention to detail, accuracy and follow up.
• Must demonstrate tact, diplomacy, confidentiality and good judgment.
• Use judgement to determine when to escalate an issue or query
• Solve logistical and organizational problems by using own experience and discernment.
• Various tests and/or exams may be administered as part of the selection criteria.
• Working towards a payroll certificate would be an asset.
• Deal with multiple inquiries and adheres to strict timelines.

Alternate formats will be provided upon request.

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

If this opportunity matches your interest and experience, please apply online by clicking the button above (use for iCIMS) OR at: www.brampton.ca/employment (use for external websites/job boards) quoting reference #105531 by August 7, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.