PAYROLL PROGRAM ASSISTANT 2

Location
100 Queen St. W, Toronto, ON M5H 2N2
 
Full job description
Job ID: 57193
Job Category: Finance, Accounting Purchasing
Division Section: Policy, Planning, Finance Admin, PPFA Program Support
Work Location: Metro Hall, 55 John Street (Hybrid)
Job Type Duration: Full-time, 2 Permanent vacancies
Hourly Rate and Wage Grade: $34.99 - $38.20
Shift Information: Monday to Friday, 35 hours per week
Affiliation: L79 Full-time
Number of Positions Open: 2
Posting Period: 31-Jul-2025 to 15-Aug-2025
Job Summary:
Under the direction of the Manager, Administrative Services, Program Support and reporting to the Supervisor, Administrative Services, the Payroll Program Assistant 2 will perform a variety of payroll, clerical and administrative functions, supporting Infrastructure Services (IS) and Development and Growth Services DGS Divisions:
Major Responsibilities:
Receives attendance reporting information and prepares/processes payroll information.-
Coordinates and inputs daily timesheets and electronic uploads of time attendance into corporate computerized payroll/absentee system regarding departmental cost centre changes, functional area codes, attendance, WSIB, lieu time, overtime, acting pay, service pay, kilometres, parking expenses, reimbursement for meal allowances, medical notes etc.
Prepares and processes personnel documentation for employees, rehires and layoffs, i.e., alternate rates, hiring and termination documents, leave of absence requests, increment letters, temporary assignment requests, etc. utilizing corporate/internal electronic systems (i.e., SuccessFactors) and paper copy forms.
Prepares, maintains, and monitors attendance records for salaried and bi-weekly employees. Calculates, verifies, and corrects entitlement for vacation, lieu, and sick bank credits, etc.
Prepares summary sheets on outstanding sick claims and doctor's certification.
Identifies, verifies, and makes arrangements for cancelled/replacement cheques.
Responds to enquiries regarding collective agreements, corporate policies, and payroll and personnel matters. Verifies, tracks, and resolves payroll matters.
Prepares and analyzes monthly, annual, and ad hoc reports on position status and on employee/organizational unit/cost centre regarding salary status, alternate rates, increments, sick bank/vacation/overtime/lieu time balances and attendance management information and travel expenses.
Receives increment, suitability and promotion/evaluation forms for employees. Maintains file for increments and promotion evaluations.
Receives payroll and human resources documentation/monitors electronic reports to support Payroll transactions. Prepares documents and files pertaining to the updating of payroll records in accordance with corporate records management policies and retention schedules.
Liaises with other, divisions, sections and outside agencies.
Prepares payroll for a business unit.
Maintains payroll/personnel records (paper copy and electronic) and files for audit purposes.
Reviews and integrity reports relating to electronic upload of time and attendance in SAP, follows up with divisional clients and processes amendments were applicable.
Performs daily audits and verifies input for accuracy.
Key Qualifications:
Your application must describe your qualifications as they relate to:
Post-secondary education in the fields of public administration, payroll, accounting, human resources management and clerical/administrative or equivalent combination of education and/or payrollrelated experience.
Considerable administrative experience specifically related to the payroll and attendance keeping/time entry functions.
Considerable experience in the application of collective agreements, corporate payroll and personnel policies, procedures, practices, and related legislation.
Considerable experience in the preparation and formatting of complex reports, charts, graphs, and statistical data using office systems including Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook, etc.).
Experience in the application of Payroll, Human Resources database systems and software applications (i.e., SAP, SuccessFactors, ESS/MSS).
You must also have:
Strong analytical and problem-solving skills.
Effective time management skills.
Ability to establish effective working relationships with employees, client divisions and/or external agencies.
Ability to exercise independent judgement and discretion in dealing with confidential operational matters and information (i.e., rates of pay, employee absences or other sensitive human resources information).
Ability to work independently and carry out instructions promptly with minimal supervision.
Fundamental business mathematics skills and knowledge of general statistical techniques, or of accounting procedures.
Ability to set up and maintain manual and computerized filing systems.
Knowledge of collective agreements, corporate payroll and human resources policies, procedures, practices, and related legislation.
Ability to meet tight deadlines in a high-volume environment.
Excellent customer service skills and interpersonal skills and the ability to communicate effectively both orally and in writing, with all levels of staff, the public and other divisions.
Ability to work with attention to detail and accuracy needed for payroll and attendance reporting and maintenance of employee records.
Accurate keyboarding and proof-reading skills.
Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.
Asset:
Certification or enrollment in a designated Payroll Accounting Program.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:
City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process. Read more