SUPERVISOR ADMINISTRATIVE SERVICES PS

at  City of Toronto

Job ID: 50170
Job Category: Administrative
Division & Section: Toronto Paramedic Services, PS Operational Support
Work Location: Fire & Paramedic HQ & EMS Station 53, 4330 Dufferin St
Job Type & Duration: Full-time, Temporary
Salary: $93,734.00 - $123,449.00 Wage Grade 6.5 TM2575
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 25-Sep-2024 to 09-0ct-2024

JOB SUMMARY:

Toronto Paramedic Services is looking for an enthusiastic, well-organized people manager with payroll experience and a strategic focus, to ensure timely and accurate pay for its staff, and continuity of key administrative functions across the division.
Reporting to the Manager, Finance & Business Services, the Supervisor Administrative Services PS will supervise and coordinate all administrative, clerical, payroll and time & attendance reporting activities. They will build strong relationships with our partners in the Pension Payroll and Employee Benefits (PPEB) and People and Equity (P&E) divisions to ensure alignment with corporate policies and to resolve specific inquiries. And this individual will use their strategic lens to develop ways to assist Senior Leadership in decision making, and address the long-term continuity of the unit, in order to support Paramedic Services staff who work as part of a 24/7 operation.
If this sounds like you, we’d be delighted to hear from you!

KEY QUALIFICATIONS:

• Post-secondary education in a discipline pertinent to the role (e.g., Business administration, etc.) OR a combination of education and relevant experience.
• Considerable experience managing staff, providing team leadership and work direction in a corporate and/or unionized environment.
• Considerable experience and understanding using automated payroll/time and attendance systems (e.g., SAP/KRONOS)
• Experience successfully leading multiple project and change initiatives, from inception to implementation, in a detailed and time-sensitive environment.
• Must possess and be able to maintain a valid Province of Ontario, Class “G” Driver’s Licence.
• Excellent interpersonal skills with the ability to establish and maintain effective working relationships with public and staff.
• Excellent organizational skills with the ability to effectively establish timelines and handle a varied workload.
• Ability to exercise independent judgement and discretion in dealing with confidential matters.
• Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, Employment Standards Act, and labour and human rights.
• Ability to support the Toronto Public Service values and to ensure a culture that champions equity, diversity, inclusion and respectful work places.

• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Supervises and coordinates a wide range of services, within Paramedic Services including, but not limited to, payroll time and attendance, records management, courier and mail services, office administration.
• Supervises, motivates, trains, recognizes and celebrates the successes of, assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and the encouragement of innovation in others.
• Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
• Coordinates recruitment and initiates disciplinary action as necessary, participating in the grievance process, ensuring equitable outcomes are met.
• Supports the recruitment and promotional process for the Division, ensuring processes are fair and adhere to corporate policies, procedures and Human Rights Legislation and Collective Agreement provisions.
• Develops innovative and appropriate training programs for the unit’s staff in areas of administration and payroll related practices, programs and procedures, especially with a focus in onboarding new staff.
• Works closely with the Pension Payroll and Employee Benefits (PPEB) division to identify and resolve payroll specific issues, and to mitigate for these in the future whenever possible.
• Provides and interprets standard reports to management staff and, based on the assessment of program needs and initiatives, suggests enhancements to these reports or the creation of new reports and dashboards to assist with decision making.
• Ensures legislative requirements and corporate policy changes are incorporated and compliant with staff training, staffing plans and programs.
• Develops payroll and administrative policies and procedures for the division and implements interim procedures of divisional administrative policies.
• Ensures accurate payroll administration and time entry into the payroll system and the consistent management of payroll source documents, forms, files, records management, rosters, reports, and audit activities, to meet the required Corporate and internal deadlines. Provides input, recommends and monitors payroll codes and applications to ensure they are controlled and maintained.
• Monitors and reports on the analysis of Paramedic pay variances arising from their six week cycle. Liaises with employees, Management, PPEB and the Union to resolve overpayment/underpayment issues.
• Monitors and provides oversight of organizational and position changes.
• Evaluates, adjusts and introduces innovative strategies to new and emerging issues, administrative processes, staffing requirements and priorities to meet corporate initiatives and the client’s operational goals, objectives and business needs.
• Liaises with Finance, People & Equity, other divisions and various levels of staff to resolve administrative and payroll related issues, clarify roles and build partnerships, achieving mutual support and service improvements. Ensures that staff follow corporate guidelines, collective agreements and payroll procedures.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Works collaboratively and in conjunction with, the Corporate Employee Relations team when providing advice on collective agreements and in administering Collective Agreement matters. Provides guidance and advice regarding Corporate and Divisional policies and procedures and legislative regulations to all levels of staff and ensures consistent and timely implementation and adherence throughout the division.
• Participates in various corporate and divisional committees to identify, develop and implement various reports, management information systems, policies, processes and procedures for the improvement and coordination of corporate and divisional standards regarding SAP, the Workforce Central and TeleStaff systems.
• Maintains a continuous awareness of staffing levels. Analyzes and projects staffing requirements, and monitors resources to meet the Division’s needs.
• Reports, coordinates, presents and negotiates the recovery of overpayments as per the terms and conditions set out in the Local 79 and Local 416 Collective Agreements and corporate policies.
• Coordinates the preparation and processing of the Division’s payroll notification forms, employee separation forms, alternate rate forms, and employee payouts relating to internal promotions, transfers, terminations and retirements, etc.