ORGANIZATION BACKGROUND:
Holland Christian Homes consists of 6 independent/Assisted Living apartment towers, as well as Faith Manor and Grace Manor which are private, non-profit Christian Long-Term Care facilities situated in the City of Brampton. Holland Christian Homes is a growing, dynamic, innovative organization that provides a full continuum of care to individuals in a Christian atmosphere.
We believe that individuals requiring our services have the right to a lifestyle that adequately meets their physical, psychological, emotional, social, cultural, and spiritual needs. These services are provided by fully qualified professional staff who respects and caries out the values associated with a person-centred approach which include rights, dignity, identity, individuality, respect, privacy, choice and independence.
POSITION SUMMARY:
The Payroll and Human Resources Clerk performs a wide range of administrative and clerical duties related to Payroll and Benefits such as supporting the Payroll Department by assisting with all aspects of Payroll and Benefits administration including supporting the Payroll Administrator with the bi-weekly payroll processing for union and non-union employees, completing the employee payroll life cycle inclusive of assisting with the completion of Time and Attendance (Staff Schedule Care) and in the Payroll Software (CCIM/Quadrant). Provide assistance with benefits administration, annual reporting/updates and other Payroll and Benefits duties as assigned.
The Payroll and Human Resources Clerk performs a wide range of administrative and clerical duties related to Human Resources such as supporting the Human Resources Department for all HR functions that include recruitment, onboarding, preparing, maintaining and updating personnel files and the HRIS systems, such as Quadrant, Surge, Staff Schedule Care and generating HRIS reports. Provide administrative support for Health and Safety Committee and Programs, WSIB filing and any related health and safety tasks. Provide administrative support for internal and external recruitment, onboarding, and orientation including: assisting with job postings, seniority calculations, assigning training, creating and maintaining employee files, administrative logistics, employee performance, and labour relations, etc. This incumbent is required to understand and interpret the Collective Agreement and related legislation.
This is a new position.
The successful candidate will typically support Payroll /3 day per week and HR /2 day per week. This role reports to the Human Resources Director.
Major Duties and Responsibilities include:
PAYROLL SUPPORT
Assist the Payroll Administrator in all aspects of Payroll & Benefits administration including:
Bi-weekly Payroll processing for Union and Non-Union employees including:
· Timecard Review
· Create manual inputs for non-Time & Attendance items
· Reconcile Payroll Processing to Time & Attendance for Pay Period and reconcile Current Pay Period to Previous Pay Period
· Submit EFT to Bank to initiate processing
· Process and Upload Records of Employment
· Send new hires their login credentials to access pay statements
· Request payment for CRA, EHT, WSIB, Union Remittances, Garnishments, RSP
· Run all Pay Period Ending Reports & Processes
Assist with Employee Payroll Life Cycle, including completing Time & Attendance (Staff Schedule Care) and Payroll software (CCIM/Quadrant) transactions:
· Add new hires, process changes, process terminations
· Add new hires to time clock
· Track probation completion, wage progression & make corresponding updates
Assist with Benefits Administration:
· Enroll new employees online in Benefits plan
· Reconcile monthly invoice
· Monitor employees on LOA for benefit payments due and submit payments received to Finance
Assist with Annual Reporting/Updates:
· T4 processing
· T4 Reconciliation, EHT & WSIB Reconciliation
· Public Service Salary Disclosure
· Prepare Pay Schedule for upcoming year – set up in Time & Attendance and in Payroll software and distribute to employees
Other Payroll Duties as assigned by Payroll Administrator:
· Identify opportunities for efficiencies/improvements in processes and procedures
· Develop Standard Operating Procedures (SOPs) for Payroll & Benefits
· Calculate Retro payments
· Maintain Payroll filing systems and records management
· Other projects/ duties as needed
HUMAN RESOURCES SUPPORT
Recruitment, Selection and Orientation
· Assist with Recruitment: job postings, sourcing candidates, reviewing resumes, vetting credentials, telephone screening, coordinating interviews with hiring manager
· Reviewing and audit employee files to ensure all mandatory documents are complete and up-to-date in compliance with FLTCA
· Assisting with processing onboarding package including parking tags, photo IDs and entry fob for all new hires
· Ensure necessary submission of onboarding paperwork to payroll
· Assisting with the preparation of employee files for new hires
· Ensure timely collection of orientation checklists from hiring managers
· Post general communication on SSC, punch clocks and mass messaging
· Ensure proper offboarding for all union hires
· Communicate annually with the College of Nurses of Ontario (CNO) to verify that registered nurses’ licenses are up to date and in good standing
· Verify employee status and communicate with Hiring Managers about casual inactive staff as per the Collective Agreement and forward the names to Hiring Managers for termination.
· Manage the Mask Fit Testing tracker by recording the names of each new external hire and updating the IPAC lead
· Maintain archived files
· Collect, process and follow up with Onboarding documentation so that files are complete and accurate
· Filing of discipline, grievance and labour management paperwork in the respective employee file
· Prepare online profiles on Surge Learning System
· Coordinate with Training and Development Coordinator to ensure completion of mandatory training.
· Run Surge Learning Reports when required
· Create and/or maintain spreadsheets such as seniority calculation, external hiring, internal movement, onboarding requirements, CNO and SIN expiry
Health and Safety
Assist with Health and Safety at HCH
· Assist with Health and Safety programs, initiatives and enquiries
· Update Health and Safety Bulletin Board when required
· Contribute to the overall professional and safe appearance of the work site
· Maintain and track the Near Miss and Slips, Trips, and Falls (STF) tracker, including the hard copy filing and other H&S admin tasks
Administration
· Create and maintain Surge Learning (on-line training software) profiles
· Assist with maintaining spreadsheets such as Seniority Calculation Spreadsheet, Job Posting External hiring, Internal Movement, Onboarding Requirements, Leaves of Absence, WSIB tracking, Accident Investigation, Near Miss, etc.
· Receive and process Physician Notes and documentation related to LOAs and WSIB cases
· Assist with creating Confirmation of Employment Letters, Staff Movement Letters, Acceptance of Resignation Letters, LOA follow up letters and update HR Complement Report
· Assist with communication with College of Nurses of Ontario (CNO) annually to make sure that registered nurse license is not expired.
· Assist with communication with staff about signing annual declaration of VSS, etc.
· Other duties as assigned by the DHR
Qualifications:
· Degree or Diploma or Certificate in Human Resources
· Degree or Diploma or Certificate in Payroll
· Minimum 3 – 5 years of progressive Human Resources, Payroll and administrative experience
· Experience in a unionized environment is an asset
· Experience in Health Care, Long-Term Care and/or senior homes is an asset
· Ability to demonstrate diplomacy and professionalism when working with families and other professionals.
· Exceptional interpersonal and customer service skills
· Demonstrated success in communicating with all levels of the organization that includes communicate effectively with staff, residents, families/visitors delivery/service personnel and the general public.
· Excellent problem solving, conflict resolution, organizational and decision-making skills.
· Good judgment skills and the ability to handle and maintain confidential information
· Ability to multi-task and prioritize workload.
· Ability to work independently as well as function as part of a multi-disciplinary team.
· Ability to be proactive and take initiative where required.
· Ability to focus on assigned tasks
· Detail-oriented and professional
· Ability to effectively handle multiple tasks simultaneously
· Ability to work under conditions of frequent interruption, being undisturbed by the complexities and variety of minute details.
· Competence in computer applications including Microsoft Office and Outlook. Basic to intermediate Excel skills
· Demonstrated ability to observe boundaries, engage in appropriate emotional regulation, refrain from dual relationships with residents, maintain confidentiality, and engage in reasonable self-care strategies designed to reduce stress by balancing work/life responsibilities.
· Ability to read, write, and speak English.
· Evidence of a negative 2 step TB Test and Vulnerable Sector Check within the last 6 months.
Kindly be advised that our recruitment process does not involve the use of Artificial Intelligence.
Interested and qualified applicants should forward a resume and cover letter in Word or PDF format (as
ONE document), indicating the Posting Number to Human Resources at [email protected]
Holland Christian Homes welcomes diversity in the workplace and encourages applications from all qualified individuals. Holland Christian Homes is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please inform Human Resources.
Disclaimer: In keeping with Long Term Care reform, best practices, funding and direction this position may later require knowledge, skills, abilities and working conditions not noted here.
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Paid time off
- RRSP match
- Vision care
Work Location: In person
