HR, Benefits & Payroll Administrator (Full Time)

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Published
May 13, 2022
Location
Calgary
Job Type
Competition #
2022-HR-01
Ministry Unit/Dept:
Agape Hospice
Salary Range:
$42,046.99 (min) – $63,070.59 (max) per year
Address:
1302 8 Avenue NW, Calgary, Alberta
Posting Expires:
June 1
Applications Accepted By:
E-mail: ardell.seefried@salvationarmy.ca

Description

As a member of the Agape team, the Human Relations Benefits & Payroll Administrator is responsible for processing all HR employee information; providing information and support to employees with relation to HR, benefits and payroll; reviews and processes HR invoices and expenses, ensuring information is accurate; initiates, completes, & processes payroll.

This position is responsible for promoting the philosophy, mission, objectives, and policies of The Salvation Army and Agapé Hospice while interfacing with Salvation Army representatives from THQ, DHQ, WRAC, AB HR, UltiPro Team and Service Desk; members of the Agape Hospice management team, employees, volunteers, AHS and other external contacts such as Health Benefit Trust of Alberta (HBTA), Alberta Blue Cross, Canada Life, Alberta Health Services FIRMS.

KEY RESPONSIBILITIES:

Benefits

a)       Acts as the Benefits Administrator for employee benefit plans; Alberta Blue Cross, Health Benefits Trust of Alberta (HBTA) and Canada Life (CL).

b)       Coordinates benefits eligibility and enrollments, RRSP’s and premium calculations and payroll information requirements.

c)       Provides counseling, guidance and assistance to employees relative to the policies, practices, and procedures applicable in HBTA benefits plan and the TSA RRSP Plan.

d)       Enters all enrollment information in regards to the Health Benefits Trust of Alberta (HBTA) Plan for individual carriers:  ABC (health, dental & vision) and Canada Life - STD, LTD, Life Insurance, AD&D, basic, optional so that statements are available for review and approval for payment on a monthly basis.

a)       Provides the Salvation Army THQ Benefits team with enrollment changes, terminations, etc. to ensure that information is placed in the payroll system for employee payroll premium deductions and RRSP contributions.

b)       Provide TSA Benefits group the yearly HBTA Premium Rate Sheets so new rates are updated into UltiPro.

e)       Prepares and submits the monthly invoices for Alberta Blue Cross, Health Benefits Trust of Alberta (HBTA) and Canada Life (sub plans).

c)       Prepares and submits the AHS Quarterly and Annual Audited Report within the required timelines in accordance with AHS Funding Contract.

Human Relations

a)       Coordinates and processes all postings for new positions being offered internally Schedule and confirm appointments and, where appropriate, participates in interviews; checks references and provides information to hiring manager.

b)       Prepares letters of hire, processes new employee paperwork within established timelines and maintains accurate personnel records to ensure compliance with government legislation and Salvation Army and Agapé policies.

c)       Prepares and processes letters for changes in position, employee information changes, salary adjustments, ongoing educational and portability changes, resignations, terminations, RRSP’s changes, leave of absence, immunization requirements, and other related information.

d)       Prepares all security information and documentation for onboarding including: name tags, ID and Swipe cards; emails and/or photocopies information in preparation for and following new hire Human Relations orientation.

e)       Prepares new employee orientation and education packages; maintains supplies of pamphlets and ensures information is updated as required.

f)        Ensures all new hire information is obtained and placed on file (confidentiality, security check, education, registration, CPR) within established timelines.

g)       Maintains and updates the Skills and Training database.

h)       Ensures  documentation  are listed with corresponding dates for CPR certificates  CARNA permits, HCA Directory certificates,, Performance Reviews, required policies signed  and any other related documents required for positions.

i)         Maintains HR Access database and UltiPro systems ensuring that employee information is correct, such as salary, hire date, status,, FTE, portability, seniority, vacation, sick and hours worked and comments on employees journey.

j)         Maintains accurate and confidential personnel records; ensures employees files are disassembled and filed in a secure location.

k)       Prepares and maintains UNA Local 232 spreadsheet and employee information that includes position, seniority and salaries as per CBA; forwards information to the UNA Local 232 President as required.

l)         Type and proof read correspondence, forms and other documents.

m)     Determine and establish office procedures and routines.

n)       Compile data, statistics and other information.

o)       Supports and addresses any concerns from The Salvation Army and Agapé Hospice members.

p)       Supports the Human Relations Manager by attending meetings, taking and compiling minutes and distribution to committee members.

q)       Provides support to the Employer Bargaining team during negotiations and in preparation for collective bargaining, which may include any or all of the following:

i)         types various proposals and updates,

ii)       compiles data on employees, and

iii)     Process monetary changes negotiated during bargaining.

Payroll – HR Database & UltiPro & Paper Timesheets with associated Forms

a)       Acts as Employee Administrator for the Ultipro Core and Time & Attendance program and the HR Database Access system;

b)       As the lead for the Ultipro Time & Attendance programs, ensures that all Timekeepers are trained and up to date with data entry changes; communicates with Ultipro/THQ Service Desk with any issues;

c)       Assists all Time Keeper approvers when they need assistance with any of their concerns or  issues;

d)       Enters employee data and job profile into HR Database, UNA spreadsheet and UltiPro Core – personal information, job information, salary etc. and ensures information is correct.

e)       Prepares report for hourly rate increases as per CBA calculates retroactive pay; and enters information in UltiPro Core and UTA, HR Database and UNA Spreadsheet.

f)        Prepares all documents (Paper timesheets match the Master Schedule and Request for Overtime/ Leave forms) in preparation for bi-weekly payroll; reviews information with representatives from each department.

g)       Ensures paper timesheets, UltiPro Time & Attendance and HR Database information is accurate and the same for all systems.

h)       Ensures accuracy of UTA timesheet entry prior to submission closing date for THQ Payroll; ensures that any necessary payroll corrections are entered in UTA in a timely manner;

i)         Updates HR Database Pay Period Input Form with the bi-weekly payroll timesheet information after UltiPro Time and Attendance has been completed.

j)         Process Pay Calculation report after each pay run from the HR Database to determine employees who require salary or vacation adjustments as they have reached their acquired hours of work (1900 hours), update UltiPro and UNA spreadsheet accordingly with changes.

k)       Compiles and prepares employee reports (i.e. vacation, sick time utilization) from the HR Database.

l)         Updates the PTO items in UltiPro (Floater, vacation, sick time utilization) with the information processed in HR Database every 2 to 3 months to ensure Time and Attendance information will be correct when payroll is processed.

m)     Updates HR Database, UltiPro and UNA spreadsheet information accordingly to ensure all systems have the same information on a regular basis.

n)       Create shift patterns for schedule employees, in order for bi-weekly payroll is more efficient and quick.

o)       Create and maintain a new HR Access Database every year.

p)       Ensure corresponding spreadsheets (List of Employees) and links to HR Access Database are correct and established.

q)       Provides the Salvation Army THQ Benefits and TSA Payroll (Union / Non-Union) team with changes, terminations, etc. to ensure members are aware of changes.

r)        Prepares and completes the required employee payroll information for the annual budget (i.e. salaries, vacation, worked hours, FTE).

s)        Ensures all paperwork (letters, documents, forms, etc.) are file on appropriate computer drives and placed in employees files.

 

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

NOTE: For some jobs, you may be required to provide validated educational documentation.

Education/Certifications:

  • Completion of an HR diploma, or certificate with an emphasis in HR and benefits administration.

Experience:

  • 5 years progressive experience with HR, Benefits, and Payroll programs and services preferably in a healthcare setting

PREFERRED SKILLS/CAPABILITIES:

·      Solid understanding of UltiPro or similar HR systems; and good working knowledge of Microsoft Access Database; and Microsoft Office Suite (Word, Publisher, Excel) preferred.

·       Ability to coordinate and organize Benefits and Payroll activities within a fast-paced, high-volume, changing environment

·       Maintains confidentiality at all times

·       Demonstrates excellent verbal and written communication skills

·       Exercises sound judgment and demonstrates flexibility in prioritizing work and workload in a fast-paced environment, deadlines and interruptions

·       Capable of handling conflicting priorities with the ability to recognize potential errors/problems and suggest solutions

·       Demonstrates exceptional initiative, is flexible, and able to work well under stress with frequent interruptions while maintaining a positive attitude

·       Receptive to change and adapts accordingly

·       Ability to work with minimal supervision and perform effectively in a team environment

·       Demonstrates a professional and positive attitude, is dependable, reliable, and accountable

·       Ability to work as a team player, eager to provide payroll and benefits support

·       Ability to compile information and submit well-constructed letters, memos, and reports and/or excel spreadsheets.

·       Well-developed time management and organizational skills.

·       Demonstrates critical thinking skills within scope of role, including good judgement, problem solving skills.

·       Accurate keyboarding skills.

·       Skilled in recording, summarizing, typing and distribution of date, information as required.

·       Maintains professional growth and development through attending seminars, workshops, and conferences.

Based on Agape Hospice services, the successful candidate will be required to provide proof of COVID-19 vaccination and be prepared to wear a mask at all times while working in the facility.

Successful candidates, prior to hiring, may be required to provide:

  • Background check consent
  • A clear vulnerable sector screening
  • Completion of our online Praesidium Abuse Training and required Health and Safety training

 DAYS and HOURS of work:  Monday to Friday 8:00 AM – 4:00 PM

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

 Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application

 

 

 

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