Payroll Administrator (Full-Time)

PLEA Community Services is currently seeking an Excluded Full-Time Payroll Administrator for our Finance team in Vancouver, BC. The proposed start date for this position is as soon as possible. 

The Payroll Administrator controls and performs full-cycle payroll functions, including payment processing, and management and maintenance of the payroll software/database. The Payroll Administrator liaises with the Human Resources department to ensure the maintenance of employee benefits and benefits information. The Payroll Administrator assists with other payroll, finance and accounting duties as needed, including preparing reports and correspondence, performing analysis, and maintaining files and records.

Position Type: Excluded Full-Time
Location: Vancouver, BC
Hours of Work: The usual hours of work in this position are Monday to Friday from 8:30AM to 4:30PM, based on 37.5 working hours per week. Occasional evening and weekend work may be required as per department needs.
Minimum Requirements: University degree with at least two (2) year experience in high volume and fast paced payroll position; valid Payroll Compliance Practitioner certification from the Canadian Payroll Association.

Who we are:

PLEA is an accredited, not-for-profit, charitable community services agency that has operated throughout BC for more than 40 years. We deliver high quality, innovative services to children, youth, adults, and families facing significant challenges in their lives. PLEA is an ally in reconciliation. The organization is committed to providing culturally safe programs and continuing to work towards breaking down the barriers that cause harm to Indigenous people and communities.

What you will do: 

• Administers bi-weekly payroll in accordance with statutory regulations, the collective agreement, and established policies and procedures.
• Reviews and reconciles timesheets, work hours and bi-weekly payroll for completeness and accuracy. Ensures each employee is costed correctly, including the manual bi-weekly calculation for individual contract utilization.
• Processes payroll information pertaining to new hires, transfers, promotions, terminations, absences and leaves in a timely and accurate manner.
• Administers salary and wage rate payment changes and ensures wage changes are made accurately and in time for affected pay periods.
• Prepares and issues off-cycle payroll payments as required. Enters off-cycle payment data into the payroll system to update the year-to-date payroll register.
• Prepares and posts journal entries to reflect payroll transactions based on biweekly payroll reports. Adjusts journal entries as required.
• Analyses and reconciles payroll-related general ledger accounts and ensures end of calendar year employee earnings and deductions are accurately reflected in the payroll register.
• Prepares T4 and other CRA forms as required; reconciles data to ensure that it matches the payroll records.
• Reconciles taxable benefits between payroll and the vendor invoices.
• Prepares timely distribution of records of employment.
• Verifies and maintains the accuracy of accrual calculations.
• Administers security access for the users of the payroll, time and absence management software. Ensures the system is operational, current and accurate for employees, departments, and positions.
• Develops and maintains payroll policy and procedures. Provides training and support to management and staff in the use of new and current payroll systems, policy and procedures. Trains assigned back-up personnel to perform critical payroll operations.
• Maintains filing systems for current and historical payroll related documents and forms. Reconciles government statements and remittances, union reports, WorkSafeBC remittances, and donation reports. Completes government and agency affiliated surveys as required.
• Prepares reports, including bi-weekly, monthly, quarterly and year-end reports as required.
• Participates in the month-end close process and year-end audit process by completing assigned tasks to agreed timelines. Participates in the preparation of the annual operating budget.
• Responds to employee payroll inquiries and requests. Responds to queries regarding employment verifications.
• Process third party legal requests as required, such as federal and provincial garnishments, etc.
• Administer payroll for other related entities as directed.
• Provide payroll system and procedure training to staff as needed.
• Contract administration and coordination of signatories for funding agreements. Initiates and supports process improvement projects as needed.
• Ensures that all records, reports, and documentation pertaining to payroll and financial management are accurate, complete, and in compliance with PLEA’s policies and procedures.
• Adheres to all policies and procedures established by PLEA, and meets the performance expectations of the position in a manner that demonstrates compassion and respect for all. Exercises the responsibilities of the position in a manner consistent with the philosophical approach and style of the agency.
• Performs other related duties as required and/or as directed. This job description highlights the main roles and responsibilities of the position. Duties, responsibilities and activities may change at any time with or without notice.

What you will bring:

• Knowledge of rules surrounding confidentiality, information governance and data protection.
  
• Advanced proficiency in Microsoft Office, specifically Excel.
• Able to update complex spreadsheets and produce reports
• Able to handle confidential and sensitive information.
• Able to effectively collect and analyze data.
• Accuracy and attention to detail.
• Able to identify and resolve issues accurately, effectively and efficiently.
• Knowledge of rules surrounding confidentiality, information governance and data protection.
• Able to provide an efficient and courteous service and support.
• Excellent organization and realistic time management skills.
• Able to work under pressure, to prioritize and to meet deadlines.
• Able to work well in a team and on own initiative.
• Able to demonstrate clear and concise written and verbal communication skills.
• Able to work effectively with minimal supervision.
• Ability to reflect, promote and protect the culture and integrity of the agency.

PLEA benefits and perks:

• Education and Training Fund
• Physical Activity Fund 
• Employee and Family Assistance Program (EFAP) – confidential and voluntary counselling support services and wellness resources.
• Discounted Membership Fees for Club 16 Trevor Linden and She’s Fit.
• Employee Recognition Program (i.e., long service awards).
  
• Agency-Sponsored Social Events (i.e., summer barbecue, annual holiday party, and team days).
• Perkopolis Membership - exclusive managed discount, reward, and benefits programs.
• Extended Health and Dental Benefits
• Municipal Pension Plan

Additional requirements:

• Satisfactory Criminal Record Clearance.
• Experience using computerized payroll systems in a unionized environment. Specific experience using Payworks is considered an asset.
• Experience working within not-for-profit and/or community organizations is an asset.
  
• Documentation that the applicant is legally approved to work in Canada.
• Our funding contracts require that successful applicants are fully vaccinated against COVID-19 prior to their start date.

Please submit a resume and cover letter referencing the competition number 2023150PA1. Closing date for Internal Applications: Thursday, August 17, 2023 at 4:30PM. If the position is not filled internally, it will remain open until filled. This position is excluded from the BCGEU membership.

Note: PLEA conducts primary source verification of applicant's credentials including education, training, work history, and licensure.

We thank all applicants for their interest; however, only those shortlisted for an interview will be contacted.