Scheduling & Payroll Support Data Assistant (Transit)

Our Story:

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people’s lives through the work that we do. We are looking for people like you to help make it happen.

The Role:

Provides scheduling and payroll data support for transit operations. Supports work coverage functions for transit operations (e.g., contacts operators for shifts, sets up spare board for next day coverage) and enters day-to-day scheduling changes in the time and attendance system for transit operators.
Prepares and reconciles payroll information for the Division’s unionized (Unifor) staff; makes adjustments in the time and attendance management system to ensure compliance with policies and legislation and to ensure pay is accurate.

Duties/Responsibilities:

• Prepares next day work coverage for transit operations. Updates spare board according to current schedules and adjustments. Monitors and processes online requests for time off, including union time off, per set criteria.
• Contacts transit operators to fill shifts (e.g., sick, vacation, overtime) using established call-out list and criteria.
• Assists to maintain employee schedule information in transit operating systems (e.g., processes trades and giveaways, enters changes in transit operator hours/routes).
• Enters scheduling adjustments based on list of exceptions and operator timecards (e.g., overtime, sick). Applies established pay rules/codes and calculates hours for payroll.
• Reviews scheduling changes submitted by transit operators, supervisors and other management to ensure supervisor approval, and compliance with collective agreement provisions, policies, and legislation. Follows up on discrepancies with transit operators and supervisors. Verifies accuracy of employee scheduling information uploaded in TAMS from transit operating system.
• Prepares and reconciles payroll information for the Division’s unionized (Unifor) employee group in the time and attendance management system (TAMS). Makes pay adjustments (e.g., extra duty, no pay, shift exchanges, statutory holiday), as required, including historical edits. Ensures compliance with pay rules, collective agreement, employment standards, and policies.
• Creates and implements shift and pattern templates in TAMS per established schedules developed by Transit Scheduling. Applies employees and pattern templates to appropriate group, per collective agreement sign up.
• Assists to maintain staff attendance/timecards to ensure accurate and timely completion of pay data. Makes changes to employee schedules in TAMS (e.g., planned leaves, training, vacation), as approved by human resources or management.
• Applies employee class/status changes in the human resources information system (Banner) to ensure pay is accurate.
• Downloads payroll information weekly from financial software to identify and reconcile items, including amounts for union billing. Sends report to accounting assistant for invoicing.
• Maintains records related to employee vacation, banked time, and attendance. Responds to questions from transit operators related to schedules, pay and rules/codes, banked sick, vacation, and statutory holidays. Refers complex or escalated issues to supervisor.
• Generates employee summary reports and data for management, as required (e.g., sick leave, vacation time, overtime).
• Liaises with human resources and payroll regarding issues with systems and historical edits requiring adjustments in pension calculations.
• Performs related duties, as assigned.

Knowledge, Skills & Abilities:

• Knowledge and skill in scheduling/dispatch practices, payroll practices, and office and administrative procedures acquired through a Grade 12 education plus 3 years of related experience, or equivalent combination of education and experience.
• Knowledge of and ability to follow policies, procedures, collective agreements, and related legislation (e.g., privacy, employment standards).
• Time management, organizational, and problem-solving skills to meet deadlines/timelines to ensure work coverage requirements are met; reconcile and maintain payroll information.
• Communication skills to respond to questions from staff; exchange information with other staff, management, payroll, and human resources; and participate as an effective team member.
• Ability to read and understand policies, procedures, pay rules/codes, schedules, and collective agreements. Ability to write and edit documents (e.g., correspondence, minutes, notices), complete forms, generate reports, and maintain records and employee information.
• Computer skills with ability to use software such as Microsoft Office, a transit information system, time and attendance system, human resources information system, and financial software.
• Ability to work shifts, weekends, evenings, and holidays as part of a set schedule.
• Ability to alter hours and work statutory holidays to meet payroll deadlines.
• Ability to support and demonstrate the Region’s values.
• Ability to support and demonstrate the Region’s values.

We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.