Western Area Youth Services Inc. is an accredited children's mental health centre that supports children, youth and families throughout Southerwestern Ontario.  Since 1969, over 5,000 youth have lived in our group homes and thousands more have benefited from a variety of community programs in London, Chatham, and Forest. Western Area Youth Services has 11 facilities and over 200 staff with a consolidated management team and a single board of directors. Western Area Youth Services is currently recruiting for:

Job Title:                     Scheduling and Payroll Assistant-Part Time
Reporting To:              Accounting and Business Technology Supervisor Position Summary:
This position is responsible for providing efficient and effective staff scheduling and payroll services through using advance software programs under the supervision of the Accounting and Business Technology Supervisor. The position is a non-union position and is not covered by the Collective Agreement with OPSEU Local 131.

Major Duties
Assist Accounting and Business Technology Supervisor with staff scheduling including:

• Verify master schedules with supervisors
• Generate schedules
• Assign staff to shifts and maintain schedules in scheduling software
• Manage scheduling changes as it relates to staff turnover and leaves
• Participates in the coordination of time off scheduling and shift assignments with supervisors & management
• Maintain accurate employee attendance, leave and overtime data through scheduling software
• Providing reports to supervisor for accumulated time on a quarterly basis

Assist with Payroll 
 Preparation of payroll in conjunction with the Accounting and Business Technology Supervisor including:

• Bi-weekly payroll
• Labour cost distribution
• T4s
• Prepare union dues and RSP remittances
• CPP, EI, Tax and EHT remittances and reconciliations
• Assist the Accounting and Business Technology Supervisor with the completion of scheduling and payroll in compliance with Collective Agreement, Employment Standards, & Canada Revenue Agency guidelines
• Assist with the preparation of the seniority list and the residential call-in list
• Assist in maintaining training calendar & mandatory training records for staff
• Assist with the maintenance of data records in scheduling and payroll software
• Assist with the compilation and analysis of statistical and other data related to scheduling & payroll information for management
• Provide information to employees, at the request of the supervisor, on payroll and scheduling matters
• Must maintain confidentiality of all employee and client information
• Undertake other related duties as required

Because of the changing nature of work the responsibilities and duties may be altered from time to time.

Education

• College Diploma

Skills / Ability / Knowledge

• Advanced skills with Word, Excel, PowerPoint and Outlook
• Ability to work independently
• Ability to work in a fast paced environment with many interruptions
• Ability to maintain a professional and courteous manner in critical situations
• Strong math skills & an aptitude for financial matters
• Strong attention to detail & organizational skills
• Ability to prioritize and manage tasks within deadlines
• Demonstrated ability to effectively multi-task and meet an array of deadlines within a tight time frame
• Team player who is well organized and willing to take on additional responsibilities when required
• Knowledge of the overall operations of the agency and an appreciation for the complexities of maintaining and supporting financial viability
• Ability to acquire the knowledge required to interpret and apply the ESA, Collective Agreement, & CRA rules
• Ability to understand and be sensitive to the best interests of the clients in performing the duties of this position
• Ability to provide service in French is an asset

Orientation

• One year and the completion of one full annual cycle are required to understand the full position

Licences / Certificates / Training

• Payroll Compliance Practitioner (Canadian Payroll Association) certification preferred.  Progression toward completion of certification accepted
• Experience working with a computerized payroll system or service (ADP, Ceridian etc.) is an asset
• All mandatory training as specified by agency policy

Communication

• Demonstrates tact and diplomacy in all areas of communication
• Ability to maintain all sensitive and confidential information
• Excellent verbal and written skills in conveying & understanding what could be sensitive, confidential and complex information

Problem Solving

• Demonstrated ability to identify complex problems and apply effective problem solving skills
• Understands and solves problems which can simultaneously involve many systems - resident system, staff system, agency system, and the community
• Uses good judgement taking into account agency policies and procedures, collective agreement, employment standards and other regulations as applicable

Manual / Technical Skills

• Must demonstrate the ability to master new computer software and develop advanced skills in its use
• Must be able to identify the need for process and software improvements in collaboration with supervisor

Interpersonal Skills

• Confidence and perseverance
• Even tempered with a good sense of humour and strong team player
• Relates well with all levels of WAYS staff and to various persons external to WAYS including suppliers, government officials, and administrators of other organizations
• Skills include tact, diplomacy, persuasion and patience
• Have the competency to work with others of diverse backgrounds regardless of their gender, ethnicity, race, sexual orientation, physical and mental abilities, religious beliefs and socioeconomic class

Working Conditions
Environmental

• All workplace sites are smoke free
• Long hours sitting and using office equipment and computers may cause muscle strain.

Mental Stressors

• Long hours spent in intense concentration
• Some duties are time sensitive and require immediate attention
• Work is completed with tight time constraints, frequent interruptions and conflicting demands
• Hours of work may vary on short notice to achieve fixed deadlines
• Requires accuracy and promptness at all times

Hours of Work

• Full-time Hours: 35 hours per week; one hour unpaid lunch
• Part-Time Hours: An average of 21 hours per week.  Pay is based on actual hours worked
• Office Hours are Monday – Friday 8:30 – 4:30
• Required hours will be based on the cyclical demands of the position
• Hours of work may vary on short notice to achieve fixed deadlines
• Occasional evening or weekend work required based on the needs of the agency