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Horizon School Division
Creating a better world, one student at a time.
AP 476.1 - Role of the Manager of Payroll Services
Background

The Manager of Payroll Services reports directly to the Superintendent of Finance Services/CFO.

Procedures

The Manager of Payroll Services is assigned the following specific areas of responsibility and service:

1.  Fiscal Responsibility

Role Expectations:

RE 1.1.  Ensures payroll is administered in accordance with all collective agreements and contractual and statutory requirements.

RE 1.2.  Provides supervision of payroll administrators to ensure payroll is processed in a timely and accurate manner.

RE 1.3.  Ensures payroll expenses are recorded in the financial information system in compliance with the Ministry of Education requirements.

RE 1.4.  Under the direction of the Superintendent of Finance Services/CFO, provides support in the development of the annual operating budget.

RE 1.5.  Monitors the area of payroll services and makes recommendations to the Superintendent of Finance/CFO Services regarding continuous improvements in effectiveness and efficiency.

RE 1.6.  Assists in the implementation of upgrades and enhancements to the financial information system within areas of assigned responsibility.

Quality Indicators relative to fiscal responsibility:

QI 1.1.  Ensures all collective agreements and employment contracts are being interpreted and administered so that staff are being paid appropriately and appropriate deductions are being made.

QI 1.2.  Ensures Human Resource information is accurately transferred to the financial information system and appropriate documentation is filed with relevant authorities in order to ensure that all staff are paid in accordance to contract. This includes initial employee setup and enrolment of employees in appropriate benefit and pension plans.

QI 1.3.  Ensures Board indemnity statements are processed, and payment is issued in an accurate and timely fashion.

QI 1.4.  Ensures employee absences are accurately posted into the financial information system to ensure subs and casuals are paid appropriately and timely information is available for monitoring absenteeism.

QI 1.5.  Reconciles sick leave balances to ensure carryovers are accurate and appropriately applied on an annual basis.

QI 1.6.  Ensures compliance with contractual and legislated mandates including but not restricted to: all payroll deduction remittances, T4 information returns and summaries, Workers’ Compensation Board Employer Payroll Annual Statement, Supplementary Employment Benefits, Records of employment, and Employment Insurance rebates are issued to employees and associations by the prescribed deadline.

QI 1.7.  Provides information to the Finance Services Officer to ensure invoices are promptly prepared for reimbursement of sub pay from the STF, CUPE, and the Ministry of Education when required.

QI 1.8.  Ensures adequate internal controls exist and are being followed.

QI 1.9.  Ensures working papers and system summaries for the interim and year-end external audit are provided to the Superintendent of Finance Services/CFO as requested.

QI 1.10.  Ensures the Superintendent of Finance Services/CFO is supported in remediating deficiencies identified in the Audit Report and Management Letter in a timely fashion.

QI 1.11.  Ensures the Superintendent of Finance Services/CFO is informed annually about incurred and potential liabilities.

2.  Board Policy and Administrative Procedures

Role Expectations:

RE 2.1.  Make recommendations within areas of assigned responsibility, to the Superintendent of Finance Services/CFO, to ensure related Administrative Procedures are kept current and are in compliance as they relate to the Director’s responsibilities as outlined in Board Policy.

Quality Indicators relative to Board Policy and Administrative Procedures:

QI 2.1.  Ensures recommendations of required revisions are made to the Superintendent of Finance Services/CFO in a timely manner with due regard for legislation, contracts, and Board Policy within areas of responsibility.

QI 2.2.  Ensures compliance with Administrative Procedures as required in the performance of duties.

3.  Manager of Payroll Services/Superintendent of Finance Services/CFO Relations

Role Expectations:

RE 3.1.  Establishes and maintains positive professional working relations with the Superintendent of Finance Services/CFO.

RE 3.2.  Honours and facilitates the implementation of the Superintendent of Finance Services/CFO roles and responsibilities as defined in Administrative Procedure 476.

RE 3.3.  Provides the information which the Superintendent of Finance Services/CFO requires to perform their role.

Quality Indicators relative to Manager of Payroll Services/Superintendent of Finance Services/CFO relations:

QI 3.1.  Ensures the Superintendent of Finance Services/CFO is informed about Division operations within areas of responsibility.

QI 3.2.  Interacts with the Superintendent of Finance Services/CFO in an open, honest, pro-active and professional manner.

QI 3.3.  Implements the Superintendent of Finance Services/CFO directions with integrity in a timely fashion, in order for the Superintendent of Finance Services/CFO to perform their duties in an exemplary fashion.

4.  Organizational Management

Role Expectations:

RE 4.1.  Ensures Divisional compliance with all legislative, Ministry of Education, and Board mandates (timelines and quality) within areas of responsibility.

Quality Indicators relative to organizational management:

QI 4.1.  Provides exemplary supervisory oversight is provided for payroll administrators.

QI 4.2.  Provides support to school division staff regarding payroll matters upon request.

5.  Communications and Community Relations

Role Expectations:

RE 5.1.  Takes appropriate actions to ensure positive external and internal communications are developed and maintained in areas of assigned responsibility in accordance with Division strategy and expectations.

Quality Indicators relative to communications and community relations:

QI 5.1.  Represents the Division in a positive, professional manner.

QI 5.2.  Manages conflict effectively.

6.  Leadership Practices

Role Expectations:

RE 6.1.  Practices leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out assigned duties.

RE 6.2.  Develops performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.

RE 6.3.  Consistently acts in accordance with the Division cultural values.

Quality Indicators relative to leadership practices:

QI 6.1.  Provides guidance and clear direction.

QI 6.2.  Provides effective service and leadership within areas of responsibility.

QI 6.3.  Establishes and maintains positive, professional working relationships with staff.

QI 6.4.  Works collaboratively with other service departments to ensure the sharing of information as required in areas of responsibility.

QI 6.5.  Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.

QI 6.6.  Builds trust in the Manager of Payroll Services.

QI 6.7.  Effectively solves problems.

QI 6.8.  Continuously reviews and improves practice based on performance data.

Note: Direct reports, a representative sample of principals, and senior staff will be interviewed.
Interviews will be conducted using the questions outlined below. The interviews will be individual phone interviews with verbatim comments and a summary report provided to the Director of Education/CEO, Superintendent of Finance Services/CFO, and the Manager of Payroll Services.

LEADERSHIP PRACTICES INTERVIEW GUIDE

Perceptions of direct reports, a representative sample of principals and senior staff:

1. What evidence can you cite to support or refute the following:
a. the Manager of Payroll Services provides clear directions?
b. the Manager of Payroll Services provides effective leadership?
c. the Manager of Payroll Services establishes and maintains positive, professional working relationships with staff?
d. the Manager of Payroll Services unites people toward a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility?
e. I trust the Manager of Payroll Services.
f. the Manager of Payroll Services effectively solves problems?
2. What does the Manager of Payroll Services do, if anything that helps you do your job?

3. What does the Manager of Payroll Services do, if anything, that makes doing your job more difficult?