QULLIQ ENERGY CORPORATION JOB DESCRIPTION

Transcription

1 POSITION TITLE QULLIQ ENERGY CORPORATION JOB DESCRIPTION Payroll, Pension & Benefits Administrator REPORTS TO Manager, Payroll, Pensions and Benefits LOCATION(s) Baker Lake, Nunavut POSITIONAL OBJECTIVE: Administers the corporate benefits & pension plans, including new hire documentation and submissions, termination processing, counsels employees relative to death and disability claims, acts as liaison with benefits providers and Superannuation Directorate, audits and reconciles contributions and deductions, and submission of monthly pension and benefits remittance. Maintains the Public Work and Government Services Canada Data Capture Tool (DCT) and the Great West Life (GWL) GroupNet portal. Will be required to summarize Payroll and Benefits information into excel spreadsheets for import files and management reports. This role is fundamental in ensuring QEC is able to meets both its corporate Pension and Benefits requirements and all/any legal obligations, while continuously ensuring accuracy and timeliness of payment remittances and service excellence to QEC clients. The incumbent works in partnership with Payroll to ensure all employee data, deductions and benefits are accurate. KEY ACCOUNTABILITIES: 1) Pension & Benefits Client Service a. Provide information to employees as it relates to Pensions and Benefits, Service buybacks, Disability options, Retirement, LWOP, Maternity and Parental leave and dependent coverage; b. Advise management and/or HR on issues and concerns affecting Pensions and Benefits(financially and administratively); c. Provide recommendations that ensure compliance with all Pensions and Benefits regulations and legal requirements; d. Define and action plan all Pensions and Benefits administrative priorities to ensure that all deadlines set by outside organizations and government agencies are met; Page 1 of 5

2 e. Work in close collaboration with Payroll to ensure employees are enrolled in appropriate plans and that the correct deductions are being made; f. Maintain up-to-date knowledge of Pensions and Benefits legislation and service offering changes; and g. Recommend and participate in job-relevant courses and professional development programs as required for technological changes and skill upgrading. 2) Pension & Benefits Administration a. Champion administrative effectiveness and efficiencies within Pensions and Benefits; b. Year-end reconciliations and calculations for Pension Adjustments/Reversals and completes other related projects as required by Superannuation or our benefits service providers; c. Maintain relevant Pensions and Benefits brochures, guides, pamphlets, and forms for delivery and use by employees; d. Maintain up-to-date contact lists of relevant personnel in Pension and Benefit providers; e. Champion the use of technology to reduce administrative burden of Pensions and Benefits administration; f. GWL GroupNet, Great Plains employee pay cards, excel sheets, and all relevant reports are maintained and accurate; g. Ensure Superannuation DCT accurately reflects LWOP, LWP, AWOL, MAT/PAT Leaves, Terminations, Retirements, Continuous Service, Salary Updates, etc; h. Distribution, collection, processing, and completion of required documentation to employees to initiate benefits on hire and for any change; i. Reconcile payment remittances to ensure accuracy and to prevent under or over payments, complete required Journal Entries as needed. j. Assist Manager-Payroll, Pension and Benefits with ad-hoc reports as required; and k. Support the Payroll Department with testing, validation and implementation of new or upgraded software systems for Payroll/HRIS. 3) Employee Payroll, Pension & Benefits File Maintenance a. Work in partnership with Human Resources and Organizational Development to ensure signed letters of offer and letters of resignation/termination are correct and complete, reflect current QEC policies, Collective Agreements,legislative requirements and are entered into the GP Payroll Module; b. Ensure required forms are complete, on file, and submitted to external agencies; c. Follow-up with employee for any secondary information requested by external agencies. 4) Best Practices: a. Seek out industry knowledge and ensure that best practice considerations are actioned where possible; and Page 2 of 5

3 b. Advise the Manager, Payroll, Pensions and Benefits of best practices in Pensions and Benefits administration that QEC should be considering in terms of improvements that will enhance our program deliverables to employee clients, while providing cost saving 5) Payroll Backup: a. Assist the payroll team as vacation backup or other times as required; and b. Enter data into GP payroll system or verify data prior to pay run being finalized as required. DIFFERENTIATING ACCOUNTABILITIES No similar position KNOWLEDGE, SKILLS AND ABILITIES Advanced knowledge of MS Office (excel, word, outlook) with proven ability to create complex formulas, pivot tables, and v-lookups; Experience in interpreting collective agreements from an employee benefits perspective; Demonstrated analytical and problem solving skills; Ability to work independently on projects; Proven aptitude for working with numbers, detail and accuracy; Good verbal and written communications skills; Ability to contribute to a team environment; Knowledge of Nunavut, the land, language and culture is an asset; and Ability to speak Inuktitut, Inuinnaqtun, and/or French is an asset. EDUCATION AND EXPERIENCE REQUIRED Two (2) year College level diploma in Business Administration, Human Resources, Finance/Accounting or a related discipline and 2-3 years experience in Pensions and Benefits administration. Completion of or working towards one of the following certificates are considered an asset: Certified Employee Benefit Specialist (CEBS) from International Foundation of Employee Benefit Plans or Group Benefits Associate (GBA) from International Foundation of Employee Benefit Plans or Retirement Plans Associate (RPA) from the International Foundation of Employee Benefit Plans or Payroll Compliance Practitioner (PCP) from the Canadian Payroll Association. Page 3 of 5

4 KEY CONTACTS Internal QEC Interpersonal Contacts Manager, Payroll, Benefits & Pension (daily); Human Resources and Organizational Development (as required) New employee contracts, clarifications on employee benefits available to employees per Collective Agreement, Public Service Act, QEC policy s and employee handbooks; Finance at all levels (as required) transaction processing, external vendor reconciliation, auditing, reporting; Employees (daily) Answer questions on internal and third party benefits, collection of documents; Information Technology Department (as required). External Non-QEC Interpersonal Contacts Superannuation and Benefits providers (daily) Website access, technical assistance, maintenance issues, obtaining information for employee, and remittances; Professional Associations (Infrequent) best practices, professional development. WORKING CONDITIONS Physical Demands: Most of the incumbent s time is spent in a sitting position with frequent opportunity to move about Daily use of computers and other office equipment may cause eye strain and other physical discomforts. Review of various documents with a fair amount of attention to detail is required Environmental Conditions: The incumbent will work in generally comfortable work environment with little to no possibility of accident or ill health. Climatic conditions can vary, and extreme cold and wind conditions may have to be taken in consideration. Travel may be required as part of this position to other areas of the North where environmental conditions may not be optimal Sensory Demands: The incumbent requires normal use of senses (seeing and hearing) in order to perform the day-to-day activities of the position. Extensive use of computers requires focused concentration. Long hours of computer use can cause physical fatigue Page 4 of 5

5 Mental Demands: Overtime may be required to fulfill responsibilities and meet deadlines. The incumbent may experience mental stress to meet weekly, monthly and on-going deadlines Deadlines are driven by benefits, pension processing schedule, and employee demand There is some degree of difficulty and stress involved with tight, multiple deadlines and employee counseling relative to death and disability claims. Works daily within a politically sensitive environment. Extreme high need for confidentiality in all matters, with all information to which incumbent is privy in the HR/OD & Finance (Payroll) departments CERTIFICATION: Employee Signature Manager, Payroll, Pension & Benefits Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. President/CEO Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Page 5 of 5