Payroll Operations Support Specialist

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Payroll Operations Support Specialist provides strong customer service and payroll expertise to the Payroll Community on behalf of Financial Operations. This role contributes to the Payroll team by providing support and problem resolution while ensuring that customer service levels are met at all times.

Organizational Status

Reports to the Payroll Team Lead and Manager, Operations and Control. Interacts directly with Financial Operations Stakeholders, Payroll Team Leads, and other UBC clients.


Work Performed

Primary Responsibilities

-Administers payroll, coordinates work processes, establishes work schedules and priorities to resolves complex issues.

-Front-line liaison for various staff on campus to solve technical problems, missing reports, status of transactions, etc.

-Ensures team compliance to standards based on established policies and procedures by monitoring and evaluating the quality of service provided, identifying areas of improvement, following up, training and coaching staff.

- Provides support for the Payroll and Benefits module, policies and process inquiries; includes troubleshooting and resolving ServiceNow tickets and Workday Notifications to provide Payroll Representative support.

-Analyzes incidents and provides recommendations for business process and system improvements to reduce payroll user problems and to improve data.

- Escalates highly complex issues to Team Leads or Manager, Payroll Operations & Control.
- Develops and maintains business process documentation
- Assists in the production of tax forms (T4A and T4A's) as part of the calendar year-end requirements
- Distribute output such as reports, etc. to appropriate recipients; maintain accuracy of distributions lists for confidential reporting distribution in adherence with current Privacy Laws
- Responsible for ensuring communication to appropriate groups advising of critical dates reflecting system events, down-time, cut-off dates and scheduled deadlines to ensure accurate processing of information
- Maintain standard operating procedures of all Workday payroll processes.

- Provide recommendations for efficiency gains in existing processes and work with members of the community to implement changes.
- Carry out other related duties and assignments as directed by Reporting Manager.

Other Requirements

- Required to work certain evenings, weekends and holidays due to strict deadlines and process restrictions.

Consequence of Error/Judgement

The position is responsible for ensuring maximum accuracy, efficiency and reliability of input and output data for Workday Payroll Module. Loss of data, scheduling errors, and missed cut-offs will result in incomplete or incorrect employee payments, potential under or over remitted taxes, inaccurate financial and budget reporting, some of which may result in UBC being subject to grievances, penalties or fines. It may also cause departments to make incorrect assumptions regarding their financial status, internally and externally, as well as affect budgets.

The position requires the ability to identify and execute process improvements and a talent for people development. The position will assume responsibility for the coaching, mentoring and development of a team of up to 6 staff in addition to implementing process improvements and efficiency.

Employees not being paid or being paid late resulting in loss of employee loyalty, grievances, and ultimately employee turnover with the University.

Supervision Received

Works with minimum supervision, but under administrative direction and strict deadlines.

Supervision Given

Provides technical direction to Financial Operations regarding payroll and benefit functions and workflow. Serves as a point of contact for team members. Coordinates and communicates with the Payroll Team Leads role to ensure process completion, meeting of deadlines and work coverage. Adopts a coaching and mentoring approach and develops team skills to foster a cooperative and respectful working environment.

Minimum Qualifications
High school graduation, plus Diploma in Accounting or Payroll CPA Level 2, plus four years of related experience, or an equivalent combination of education and related experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

High school graduation, plus a two-year post-secondary diploma in accounting, finance or business. Three years of related experience or an equivalent combination of education and experience. Payroll Compliance Certification PCP required. Certified Payroll Manager CPM Certification preferred. Aptitude for understanding of accounting, finance and business functions required. Expertise with computers and the ability to understand Workday systems, complex material such as training manuals and business process documents. Excellent organizational skills, attention to detail, and ability to multi-task and prioritize work. Ability to solve complex problems and recommend solutions, take initiative and work under pressure of deadlines. Ability to work independently with minimal supervision and within a team environment. Excellent reading, comprehension, and communication skills oral & written and interpersonal skills, including a solution focused attitude coupled with a focus on delivering a high level of customer service to all stakeholders. Ability to work as a team player as well as an individual contributor. Proven ability to adapt and to work effectively in a dynamic and rapidly evolving environment.