Employee Records Coordinator

York University

 

 

 

Employee Records Coordinator

 

Reference: 108137

 

Duration: Permanent Full Time

 

Location: 4700 Keele Street, Toronto

 

 

 

Purpose:

 

Audit, verify and coordinate the processing of all employment related transactions, such as: salary, transfers, promotions, terminations, severances, retirements, probation periods for assigned client groups (CPM, YUSA, YUSA2(YUTA), Worksutdy Students, Post Doc's, Research Assistants, Research Associates, Casuals, IUOE, CUPE 1356, CUPE 1356 - 1, CUPE 3903, YUFA, YUELI and Daycare) for temporary and permanent employees. Ensuring completeness and correctness of documentation, confirming eligibilities and timeliness of processing.Provide information and support services to all levels of the York University staff including management, Human Resources, Payroll and administrative support with respect to processing employment related transactions.Investigate and resolve issues through contact with management, Human Resource staff, administrative support, Payroll, University Information Technology, and employees.

 

 

 

Education:

 

• Post Secondary diploma and related work experience.

 

 

Experience:

 

• Minimum of 2 years work experience in maintaining a Human Resources Management System, good knowledge of PeopleSoft HRMS system, prior Payroll experience, good oral and written communications skills, good organizational skills, prioritization and time-management skills, tact and diplomacy, demonstrated ability to attend accurately to detail, and good customer service skills.

 

 

Skills:

 

• Administrative processes to audit, verify, coordinate and amend salary requests for accuracy as per business rules and entitlements stipulated by York University practice, Collective Agreements. HRMS functionality and input requirements for timely and accurate transaction processing, and/or calculations. to provide input to system enhancements and to test changes in the PeopleSoft system and time/absence systems. Mathematical operations to accurately perform calculations relating to pay rates, overpayments and retroactive monies owing. Collective agreements, past and present policies and practices, various programs/rules/guidelines, management's interpretation of the rules as written in order to process transactions/answer enquiries/investigate issues for all aspects of Human Resources transactions. Knowledge of FOIPPA guidelines and associated privacy procedures & legislation to apply and maintain compliance in the release of Human Resources files and personal information to authorized personnel and confidentiality of information. Current and previous salary scales for temporary and permanent employees and business rules to apply appropriately. Make-up of employee salary and personnel files in order to obtain/clarify information. Payroll system and its cut-off dates to ensure timeliness of processing. Software applications within Microsoft Office (such as Word, Excel and Outlook), to document actions, prepare notes, write letters and correspond with employees on benefit, salary and related issues. prepare spreadsheets/documents for salary reduction process, reporting and lists,. retroactivity/overpayment calculations and salary costings for various scenarios in support of management's position on specific grievances. Interactive skills used to explain policy, procedures, practices to all levels of management and staff. Interpersonal skills requiring sensitivity dealing with University employees. Interactive/questioning skills used to query staff (managers, administrative support, Human Resources staff) with varying levels of Human Resource. Knowledge when investigating or advising on issues. Writing skills used to prepare letters and memos in response to various internal and external requests, such as letters confirming entitlements and employment. Problem solving and analytical skills to analyze and resolve issues relating to employment transactions, system problems.

 

 

Additional Notes:

 

Working in an open area with 3 other Records Coordinators.Visual attention and hand/finger dexterity - 80% of the time.Frequently stand/walk, sit, perform desk-based computer tasks, and use of a telephone.Sort/file paperwork.Current COVID-19 parameters include working from home. Necessary equipment (laptop, monitors, keyboard, mouse) will be provided. Regular office hours apply. Desk work & frequent communication via Microsoft Teams, Zoom & email.

 

 

 

Please note: This position requires the candidate to produce at the time of interview a verification of degree(s), credential(s) or equivalencies from accredited institutions and/or international equivalents.

 

 

 

Compensation:

 

York's CPM Compensation Framework has a salary grid consisting of 6 or 8 steps (depending on job grade) which is reviewed annually with possible adjustments, and a lump sum Performance Based Recognition Award. Employees will receive the grid adjustment and depending on performance, eligible permanent employees may move to the next step of the grid and may receive a lump sum Performance Based Recognition Award.Visit the CPM Compensation page on the HR Website to find out more about York's CPM Compensation Program.

 

 

 

York is committed to ensuring the way we work serves our diverse community and advances our commitment to Living Well Together, one of the Six Priorities for Action in the University Academic Plan. As part of this commitment the University has implemented a Hybrid Work Policy.

 

 

 

The selected incumbent for this role is eligible for a hybrid work arrangement which will be confirmed based on operational requirements.

 

 

 

**The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.

 

 

 

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

 

 

 

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

 

 

 

York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.

 

 

 

PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.

 

 

 

Please apply online at: https://rita.illicohodes.com/go/647f9cc68c1b7fbb364e883c/51fc022258b70066fae4a049/en