Employee Records Coordinator

at  York University

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

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.