Payroll/Office Assistant

Department:

Plant Operations

Effective Date:

November 2012

Grade:

USG 4

35 hr/wk

Reports to:

Manager, Administrative Services

General Accountability

This position is accountable to the Manager, Administrative Services, Plant Operations, for accurately processing time card information, providing back-up for the Payroll Administrator and performing administrative record keeping and clerical tasks.

Nature and Scope

This position is one of seven (7) reporting to the Manager, Administrative Services. The others are the Administrative Services Assistant, Payroll Administrator, Materials Records Clerk, Customer Service Administrator and 2 Maintenance Records Assistants.

The Administrative Systems section of Plant Operations is responsible for the management and support of the Computerized Maintenance Management System (CMMS), the department’s biweekly payroll system, material/payable activities, administrative applications and records management. Information from the CMMS is used to analyze and track the university’s physical assets, ensure the assets are maintained properly and efficiently while minimizing associated costs. Data is also used for planning, budgeting and cost recovery purposes.

It is this section’s responsibility to provide technical data and prepare reports to enhance the effective operation of the department and ensure records are maintained consistently within all areas of the department. The incumbent requires a thorough knowledge of the department’s functions and obligations as Plant Operations interacts with virtually every area on campus. Excellent communication and interpersonal skills are essential. The individual must be able to work with technical and administrative personnel in a pleasant, professional and efficient manner that is supportive of Plant Operations’ objectives. Proficiency in word processing, spreadsheet and data base applications enables the incumbent to provide support services effectively and efficiently.

Statistical Data

Plant Operations is the largest support department on campus with a staff of approximately 400 and an annual budget of $32,000,000. The general office group is responsible for the annual administration of 50,000 time cards, a payroll of $16,000,000 for approximately 350 hourly paid employees, 20,000 work orders, 1,700 work requests, material payments in excess of $3,200,000 and utilities payments of $15,000,000

Specific Accountabilities

a) Daily Timecard Entry.

Enters daily time card information for approximately 350 hourly paid, temporary and regular recurring employees into the Plant Operations Payroll System. The information entered from these time cards is used to calculate $16,000,000 in gross pay for the hourly paid staff and $4,000,000 in maintenance charges to ancillary departments. Accuracy and timeliness is critical.

When entering timecards and discrepancies in the work order or work request numbers are identified, uses the maintenance work order or work request systems to verify the validity of the number. Advises the appropriate supervisor if corrections are required on the timecard.

When entering timecards and errors or discrepancies are identified in the completion of the timecard submitted will use the Maintenance Work Order or Work Request systems to verify the validity of the number. Advises the appropriate supervisor if corrections are required on the timecard.

b) Provides back-up to the Payroll Administrator.

The incumbent must be completely conversant with all aspects of the duties and responsibilities of the Payroll Administrator. This includes an understanding of the articles in the CUPE collective agreement as they apply to payroll issues.

This requires the ability to prepare accurate and timely gross payrolls for approximately 350 permanent and a fluctuating number of temporary and casual hourly paid employees, prepare manual payment memos as required and distribution of pay advices forms to staff.

Assists with creating and posting vacation schedules for approximately 350 hourly paid employees.

Helps with the creation and maintenance of seniority lists for the hourly paid employees and distributing those lists to CUPE and senior Plant Operations’ management in accordance with the CUPE collective agreement.

3) Provides back-up for the Material Records/Print Room Functions

Up-to-date knowledge of the responsibilities and tasks of the payables function.

This includes matching and filing purchase requisitions, purchase orders, material requisitions and invoices utilizing the Plant Operations Tool Crib system.

Reproduces and scans as-built drawings, and maintenance documents as required.

d) Provides uniforms for Plant Operations’ staff.

The incumbent will prepare and distribute uniform order forms to each section, ensure the accuracy of the forms in order to compile and prepare purchase orders for each section.

Working with the vendor, receives and distributes the uniforms, arranges for required exchanges or returns and follows up on the status of back ordered items. In addition to the annual order, throughout the year processes orders for new full time and temporary employees.

Conversant with the terms of the uniform contract. Responsible for maintaining accurate ordering records, receipt, ensuring accuracy of invoices and processing payments. Reconciliation of invoices to Financial System.

Responsible for reimbursements for Safety Shoe and Safety Glasses.

Processes employee’s requests for reimbursement by ensuring eligibility, verifying amount submitted is within allowable amount and appropriate authorization is received. Ensures employees receive payment advice and reconciles payments with the financial system.

Maintains reimbursement records for all department personnel.

Completes clerical tasks that are required from time to time that may include typing, filing, creating spreadsheets or reports, organizing records or similar activities.