Basic Purpose of Position:

The Payroll, Pension & Benefits Coordinator (PPB) Team is the frontline contact with employees regarding payroll, pension and benefits services.
Under the direction of the Payroll, Pensions and Benefits Services Manager, the PPBs are responsible to ensure the accuracy of employee data for all facets of the payroll, pensions & benefits transactional business processing. Responsible for entering all master file changes payroll transactions and ensuring employees are registered in all benefit & pension plans as soon as they are first eligible as well as liaising between employees and the plan providers. PPB Coordinators play an important role in all Leave of Absence (LOA) processes; ensuring benefit and pension continuation is communicated and carried out for the duration of an employee's leave.

Job Description:

Customer Service

• Provide guidance and advice to employees regarding payroll, pension and benefits, utilizing exceptional interpersonal skills and knowledge of each union group and their respective Collective Agreements and company policies.
• Establish employee benefits eligibility, coverages, effective dates and payroll premium deduction set-up in accordance with union contracts and benefit policy agreements.
• Serve as intermediary between employees and Canada Life, Sun Life and payroll third parties.
• Ensures all payroll, pension and benefits documents, booklets and information brochures are accurate and current for dissemination.
• Deliver benefits & pension orientation to new employees by providing a summary overview of plan-specific benefits.

Data Input and Payroll, Pension & Benefits (PP&Bs) Processing

• Process initial new hire payroll documents to ensure all necessary information is received and entered accurately in Ultipro; follow up as required. Create new hire files and file accordingly.
• Update employee earnings and deductions in accordance with the payroll checklists and specific events processing.
• Ensure that procedures including events processing checklists are current at all times.
• Process benefit enrollment forms and coordinate any required paperwork to be sent internally or to third party.
• Enter payroll employee data and status changes with existing employees in the system. Update payroll, pensions and benefits workflows as required from employee or manager notifications (new hires, terminations, leaves, returns, rehires, status changes).
• Audit and review for accuracy.
• Audit all payroll entries using pay period files, registers and the daily audit reports to ensure accuracy.
• Process payroll adjustments for employee refunds/collecting premiums as appropriate.
• Update beneficiary & dependent information in system (send pension & RRSP forms to Sun Life if applicable).
• Review & action insurance carrier correspondence for issuing waiver of premium entitlements under the group life insurance benefits.
• Return to Work Audit- audit payroll to ensure all premium payments are up to date for returning employees.
• Review termination notices and calculate final pay including lieu of notice, severance etc; Review details for effective dates and potential continuation of pay and or benefits (Involuntary Seperation Packages (ISP's) or retirees).
• Issue Records of Employment (ROEs) for terminating employees in the current pay.
• Issuing letters and entering year to date transactions for employees on leave that are set up with direct debit (formerly manual cheque processing).
• Work with the reporting and control team members investigating and correcting variances as required.

Issuance of Letters & Correspondence

• Benefit & Pension Continuation Letters; maintain election forms & banking info.
• Termination of benefits letter (if no response received to Benefit Continuation Letter) Shut off benefits in system for employees who decline or who do not respond to Benefit Continuation letter.
• Employment termination letter (option of continuing benefits).
• Confirmation of eligible dependants.
• Provide amounts of premiums paid for income tax purposes.

• Enter direct withdrawal benefit continuation data into Ulti-pro system (monthly).
• Enter Canada Life/Manulife-paid pension data (pilot group).
• Cross Reference Benefit Deduction File & Initial Cheque Report & forward to Pension Specialist for pension approval.
• Other related duties as assigned.
• Perform duties in accordance with established policies and procedures while giving primary consideration to personal safety, and the safety of co-workers and customer.

Qualifications:

• PCP (Payroll Compliance Practitioner) designation is an asset.
• CEBS (Certified Employee Benefits Specialist) is an asset.
• Knowledge and experience of processing payroll and benefits.
• Strong Attention to Detail.
• Ability to carry out multiple tasks in accordance with strict deadline.
• Strong knowledge of Microsoft Outlook, word and excel.
• Strong interpersonal skills.
• Bilingualism is an asset.