Job Description: Payroll Clerk


Organization: The Corporation of the Town of Cobourg
Location: Cobourg, Ontario (Ontario)
Job Category: Job Posting
Job Type: Full Time
Salary: Not Specified

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Payroll Clerk

The Town of Cobourg is seeking a full time Payroll Data Clerk. Under the direction of the Manager of Finance, the Payroll Data Clerk is responsible for the accurate and timely completion of the Town’s payroll function and associated duties including handling specific confidential information. This position also provides assistance to all sections of the Finance Department when required.

Payroll responsibilities for this position include:

  • Maintain the payroll data base and master files including adding and terminating employees, wage rate and deduction tables, handling specific confidential information, etc.;
  • Ensure time sheets are completed correctly and contact the manager with any inquiries or possible changes;
  • Export/import all timesheet information into Great Plains;
  • Calculate special payments including retroactive pay, vacation pay, etc.;
  • Ensure eligibility of all STD payments before payment is made;
  • Prepare, produce and verify bi-weekly computer payrolls including special adjustments and manual cheques if required;
  • Prepare and verify the bank deposit file and send to our bank for distribution;
  • Generate and verify bi-weekly payroll reports and distribute employee deposit verifications;
  • Prepare bi-weekly requisition for payment to the CRA;
  • Process monthly entrusted fund requisitions;
  • Reconcile bi-weekly payroll records to general ledger and prepare any correcting journal entries;
  • Reconcile benefit invoices to payroll records and ensure proper deductions/benefits are being applied and reconciled to the general ledger;
  • Year end turnaround and set up of new year source deduction tables on computer;
  • Prepare, verify and produce T4's and T4A’s;
  • Work in conjunction with the Manager of Finance to ensure that all municipal expenditures are correctly reflected in the general ledger and that the computer data base remains at current levels;
  • Assist the Manager of Finance with the periodic reconciliation of payroll postings to the GL;
  • Prepare, spread sheets to verify annual CPP and EI deductions, entitlement of annual additional vacation pay and EI premium sharing;
  • Provide payroll information reports to managers and supervisors when requested;
  • Advise HR Department of any potential LTD claims due to extended absenteeism;
  • Work with auditors to facilitate the annual payroll audit process;
  • Completion of payroll information on compensation and benefit surveys;
  • Identify and report any computer software problems to the Manager of Finance;
  • Calculate and process WSIB approved lost time wages to guarantee 100% net pay to the employee;
  • Calculate and process all garnishments and assignments of wages, including Family Responsibility orders; and
  • Back up for the Accounts Payable Clerk (when required):
    • Data entry and processing of weekly and/or bi-monthly accounts payable
    • Verify that invoices are paid and that HST charges are correct
    • Answer telephone inquiries concerning accounts payable
  • Other payroll related duties where required.

The successful candidate will possess a certificate as a Payroll Compliance Practitioner and will be required to have a minimum of one (1) year of Community College Accounting (or will obtain within two (2) years of employment). A minimum of two (2) years of payroll processing experience of an in-house computerized payroll system. A combination of education and experience will be considered. This includes general ledger updates and bank deposit transmission. Prior experience in Great Plains/Microsoft Dynamics, spreadsheet applications, municipal taxation, AP, and AR are an asset. The individual must be bondable with experience handling cash.

Strong customer service and interpersonal skills, including the ability to work effectively in a team environment and to exhibit courtesy, tact and diplomacy in dealing with the public and other members of staff with the ability to adhere to confidentiality at all times is required. The successful candidate will have strong communication (written, oral and interpersonal) and organizational skills. An excellent working knowledge of Microsoft Office, SharePoint, and other software application systems is required. This individual will be required to be able to work under pressure, multi-tasking on numerous high priority projects simultaneously, be able to produce quality work under short deadlines, and have a good attention to detail.

This position will be required to work 35 hours per week, which is typically 8:30 am to 4:30 pm, Monday to Friday. Due to the nature of this position, overtime work may be required. The successful candidate must be able to provide a satisfactory Level 4 criminal background check upon hire.

WAGE:

The wage scale for this position is CUPE Schedule B Inside Workers Grade 5 - $25.90-$32.38 per hour.

Interested applicants for this position should forward a PDF copy of their cover letter and resume (one document) in confidence to the attention of the Human Resources Department at  humanresources@cobourg.ca.  We thank all applicants however only those selected for an interview will receive a response.

In accordance with the Municipal Freedom of Information and Protection Privacy Act, the information gathered is collected pursuant to the Municipal Act, 2001, as amended. The Town of Cobourg is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.  If contacted for an employment opportunity, please advise Human Resources if you require accommodation.