Payroll Program Assistant 1 - City of Toronto, Toronto

About this opportunity

The City of Toronto is seeking a dedicated Payroll Program Assistant 1 to join Toronto Public Health. Reporting to the Supervisor, Operations Support PH, and under the direction of the Manager, Workforce Planning & Development, this permanent position plays a crucial role in performing a variety of essential payroll, clerical, and administrative functions. The successful candidate will be instrumental in supporting the efficient management of payroll processes and information within a vital public service division, contributing to accurate corporate reporting.

Your impact

As a Payroll Program Assistant 1, you will contribute significantly to the operational efficiency of Toronto Public Health through a range of responsibilities, including:

• Directs and coordinates activities of the Payroll Program Assistant 2 and administrative staff, as it relates to both manual entry and electronic uploads of payroll into SAP, in line with complement/org management and information reporting.
• Responds to inquiries from management and employees and provides interpretation regarding collective agreements, Corporate and Service Area policies, procedures, guidelines, and directives in the areas of complement management & reporting.
• Updates, maintains and monitors the SAP system in partnership with corporate counterparts, i.e. Pension, Payroll & Employee Benefits (PPEB), People & Equity (P&E), Human Resources Organizational Management (HROM), divisional stakeholders, etc.
• Monitors manual and electronic payroll transactions/events on the SAP payroll system/SuccessFactors and ensures that they are accurately reflected on the payroll information reporting systems and Human Resources Information (HRIS) system.
• Monitors and verifies reconciliation reports regarding absenteeism, sick, vacation and lieu banks.
• Participates as assigned in divisional, Service Area and corporate related initiatives and special projects, including payroll (eTime, eScheduling) and HR (SF) modernization and transformation, emergency events/emerging issues, etc.
• Coordinates internal projects, initiating process reviews to improve services and standardize practices and co-ordinates activities for implementation.
• Responsible to organize and conduct routine ad hoc payroll process review inquiries and audits, utilizing corporate and internal electronic programs and hard copy documents.
• Prepares, coordinates, analyzes and maintains information related to the unit budget administration process, salaries and benefits budget and provides related support as required.
• Investigates problems and conducts analysis, contacts other divisions across the organization and retrieves background information. Takes appropriate action and makes recommendation to resolve issues/discrepancies.
• Liaises with program division staff/stakeholders within Toronto Public Health, Pension Payroll & Employee Benefits (PPEB), People & Equity (P&E), Technology Services Division (TSD), etc.
• Prepares, reviews, and analyzes SAP and Labour Distribution Report to ensure accuracy of payroll records, applying complex table/formatting/pivot table rules for presentation and distribution.
• Runs standard monthly Payroll Information Reports and ad hoc reports from SAP programs and internal systems (HRIS) for divisional management, corporate or other Agencies, as required.
• Develops detailed organizational charts for strategic decision making for assigned client portfolios.
• Oversees, actions and monitors the auditing of payroll reports, adjustments and staffing changes in SuccessFactors and SAP.
• Prepares and drafts documentation, reports, and spreadsheets related to complement and organizational structure for the division.
• Composes and prepares correspondence and reports, as required.

Requirements

To succeed in this role, candidates must demonstrate the following key qualifications and abilities:

• Considerable experience with Payroll, Human Resources database systems and software applications (i.e. SAP, SuccessFactors, and Document Direct, SAP Business Warehouse, etc.) specifically in organizational and position management.
• Considerable experience in the application of various Union collective agreements and/or personnel policies, procedures, practices and related legislation.
• Considerable experience providing customer service using various communication methods (e.g., telephone, email, instant messaging, and Microsoft Teams).
• Considerable experience using office systems including MS Outlook and Microsoft Office Suite (i.e. Word, Excel and PowerPoint) to format and manipulate complex reports, pivot tables, spreadsheets, correspondence, and extract data summary.
• Experience providing work direction, delegating work, training staff, and meeting tight deadlines in a high-volume environment.
• Knowledge of Employment Standards, Canada Pension Plan, Revenue Canada regulations, Employment Insurance and WSIB legislation, as it applies to the corporate payroll system.
• Analytical and problem-solving skills and ability to work independently with minimal supervision.
• Interpersonal skills with the ability to develop and maintain productive working relationships with human resources staff, clients, and employees.
• Ability to function effectively as part of a team and be responsive to co-workers in a professional manner.
• Ability to prepare and maintain accurate and detailed records and reports, as well as the ability to set up and maintain both manual and computerized filing systems.
• Ability to exercise judgement and discretion in dealing with confidential matters.
• Ability to follow directions promptly and accurately with attention to detail.
• Ability to communicate clearly and accurately, both verbally and in writing, with all levels of staff, the public, and other divisions.
• Ability to produce detailed statistical data and reports.

Perks and benefits

The City of Toronto is committed to fostering an inclusive and accessible workplace. As an equal opportunity employer, the City strives to create a diverse culture that reflects the residents it serves. The organization provides barrier-free and accessible employment practices, offering Code-protected accommodation throughout the recruitment process to meet individual needs. Learn more about the City’s commitment to employment equity and its hiring policies.