Competition Number: J0626-0929
Position Title: Payroll Operations Manager
Position Number (Final): 00509076
Vacancy Type: New Position
Employee Group: Managerial & Professional
Job Category: Audit, Finance, and Procurement
Department or Area: Financial Services
Location: Kingston, Ontario, Canada (Hybrid)
Salary: $94,000.00 - $123,000.00/Year
Grade: 10
Hours per Week: 35
Job Type: Term
Length of term: 12 Months
Shift: 7 Monday - Friday
Number Of Positions: 1
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
Come work with us!
At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.
Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
Application Instructions:
Queen's has partnered with Altis Recruitment Services who is assisting us in hiring this position. If interested in being considered, please apply directly to Altis by emailing your cover letter and resume to Aishwarya Maragani at [email protected]. Please include "Payroll Operations Manager - Queen's University" in the subject line of your email.
Reporting to the Director of Payroll Services, the Payroll Operations Manager collaborates closely with Financial Services, Human Resources, ITS (PeopleSoft), and university clients to ensure the effective and consistent implementation and coordination of payroll operations, including all related processes, functions, and procedures. The Payroll Operations Manager proactively assesses operational needs and conducts gap analyses, evaluates payroll services, programs, and processes, and drives improvements by applying established change management principles.
The incumbent provides operational leadership and support, ensuring accuracy, compliance and service excellence. This role is also responsible for preparation, reconciliation, processing and reporting related to various processes, and payment reconciliations as required. In addition, the Payroll Operations Manager will work with the team on selected projects to enhance and improve payroll operations. The Payroll Operations Manager assists the Director of Payroll Services with special payment processing and year-end procedures. As a senior member of the Payroll Services team, the Manager actively contributes to the planning, development, and implementation of payroll initiatives, identifies and communicates issues, gaps, and opportunities related to HR PeopleSoft.
Committed to equity, diversity, and inclusion the Payroll Operations Manager provides leadership and guidance and is engaged in a range of activities that support the Payroll Administration team and serves as the back-up to the Director Payroll Services and Manager, Payroll Administration.
KEY RESPONSIBILITIES:
- Provides operational leadership, ensuring the accurate, timely and compliant delivery of payroll services while fostering a collaborative, client-focused and high-performing work environment.
- Contribute to the alignment of Payroll services and functions within the university, by collaborating with the Payroll team, central HR specialists, PeopleSoft IT, and clients to discuss policy and procedural updates and best practices that contribute to the university mission, values and goals and result in the provision of seamless payroll services.
- Responsible for supporting and enhancing the functions and activities of payroll operations at the university.
- Ensuring compliance with applicable payroll legislation, collective agreements, university policies, pension requirements and internal controls by monitoring legislative changes, assessing operational impacts and implementing required process and policy updates.
- Provides technical expertise with the team with payroll projects designed to enhance and improve payroll operations.
- Provides operational leadership and support for payroll operations, ensuring payroll activities and completed accurately, efficiently and within established service standards and legislated deadlines.
- Responsible for preparing, reconciling, processing various payments and reporting while ensuring accuracy, compliance and effective coordination with internal and external stakeholders.
- Serves as a back up to the Payroll Coordinator and assists with the preparing, reconciling, processing payments and reports to 3rd party vendors including CRA, EHT, WSIB, Unions RESP and United way.
- As required, serves as a back-up to the Director, Payroll Services and Manager, Payroll Administration
- Reviews and approves payroll operational general journal in accordance with monthly timelines.
- Reviews and approves quarterly payroll liability Reconciliations.
- Provides leadership and technical expertise for complex payroll matters including special payments, taxable benefits, severances, retiring allowances, and other non-routine payroll transactions in collaboration with Human Resources and academic and administrative units.
- Support the Director in the planning and execution of year end payroll activities, including tax slips, reconciliations, statutory reporting and audit requirements.
- Partners with Financial Services, Human Resources, ITS and university stakeholders to support payroll system enhancements, testing, process improvements and the implementation of new legislation or business requirements.
- Identifies opportunity to improve payroll operations through process optimization, workflow redesign, automation and continuous improvement initiatives that enhance service delivery, operational efficiency and compliance.
- Provides senior-level guidance and technical expertise on complex payroll legislation, collective agreement interpretation, pension administration, taxation and university policies and procedures.
- Develops and maintains effective working relationships with internal and external stakeholders, providing responsive, professional, and solution-focused payroll services while promoting collaboration across the university.
- Promote an inclusive workplace that reflects the University’s commitment to equity, diversity, inclusion and accessibility by fostering respectful working relationships and supporting an environment where diverse perspectives are valued.
- Undertake other duties as assigned in support of the department/unit.
REQUIRED QUALIFICATIONS:
- University degree in Business Administration, or equivalent, combined with a professional payroll designation (Payroll Compliance Practitioner (PCP)) or Certified Payroll Manager (CPM)).
- Five or more years of progressive experience in various accounting and payroll functions.
- Previous management and/or leadership experience is required.
- Expert-level knowledge of government regulations pertaining to payroll including Employment Standards Act, Canada Revenue Agency (CPP, EI and tax legislation),
Employer Health Tax (EHT), etc.
- Intermediate to expert user of complex computer software applications (PeopleSoft preferred), financial systems, data warehousing and business intelligence tools.
- Familiarity with unionized environments with the ability to apply collective agreement provisions and provide guidance to staff.
- Satisfactory Criminal Records Check required.
- Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Demonstrated leadership and people management skills, with the ability to build, motivate, coach, and develop a high-performing team while fostering a collaborative, inclusive, and client-focused work environment.
- Extensive knowledge of payroll legislation, taxation, pension administration, collective agreements and payroll best practices with the ability to interpret and apply complex legislative and policy requirements.
- Demonstrates a strong understanding of financial management principals, accounting practices, internal controls reconciliation processes and payroll-related financial reporting.
- Exceptional analytical, critical thinking and problem-solving skills with the ability to assess complex issues, evaluate risks, identify root causes and implement practical, sustainable solutions.
- Strong business and systems acumen, including experience with enterprise payroll and HRIS applications (PeopleSoft preferred), financial systems, reporting tools and data analysis.
- Excellent communication (both verbal and written) and interpersonal skills to interact with individuals at every level of the University structure and from many different perspectives. Due to the nature of job responsibilities, this position requires a high degree of sensitivity and confidentiality.
- Excellent organizational and planning skills to coordinate multiple deadlines, manage competing priorities and successfully coordinate complex operational activities
- Demonstrated ability to exercise sound judgement, discretion and professionalism when managing highly confidential and sensitive information.
- Analytical, interpretive and problem-solving skills.
- Self-starter with the ability to work independently or with little supervision.
- Strong initiative and change management skills with comfort operating in change management environments.
- Ability to work effectively in a dynamic, complex and highly regulated environment, adapting to changing priorities, legislative requirements and organizational needs.
- Proven ability to manage and coach a team working in a fast-paced, complex payroll environment to ensure accuracy, compliance and a team culture of client service orientation.
- Demonstrated ability to lead operational change and continuous improvement initiatives, including process optimization, workflow redesign, automation and systems enhancements.
- Demonstrated commitment to equity, diversity, inclusion and accessibility by fostering respectful workplace relationships and promoting an inclusive culture where diverse perspectives are valued.
DECISION MAKING:
- Exercise independent judgement in the management of payroll operations, balancing operational priorities, legislative requirements, collective agreement updates, university policies and client service expectations to ensure the accurate and timely delivery of payroll services.
- Interprets and applies complex payroll legislation, pension requirements, collective agreements and university policies to resolve issues, manage risk and ensure compliance with statutory and institutional obligations.
- Evaluates complex payroll situations involving ambiguity, assesses operational and financial risk, identifies appropriate courses of action, and recommends solutions to the Director and other stakeholders as required.
- Determines the operational impact of legislative, regulatory and business process changes and makes recommendations for policy, procedural and system enhancements to improve compliance, efficiency and service delivery.
- Exercises authority in approving pay related reconciliations, general ledger journal entries and statutory remittances, ensuring the integrity of payroll transactions, financial reporting and internal controls.
- Provides guidance and direction to staff on complex payroll matters, resolving issues requiring advanced technical expertise while ensuring consistency in the interpretation and application of legislation, policies, procedures and collective agreements.
- Makes recommendations regarding process improvements, system enhancements, automation opportunities, and operational efficiencies that strengthen payroll service, reduce risk and support continuous improvement.
- Exercises discretion and sound judgement in managing highly confidential employee, payroll and financial information, recognizing the significant legal, financial and reputational implications of decisions made.
- Advanced auditing and analysis required to carry out payroll related accountabilities. Determines relevancy of information when preparing materials for external auditors.
The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.
The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].
