Supervisor, Scheduling & Payroll Data

The Role

Supervises scheduling and payroll data support for transit operations. Supervises work coverage functions and scheduling changes in the time and attendance and transit operating system(s) for Unifor 4304 employees.

Supervises the preparation and reconciliation of payroll data to ensure compliance with policies and collective agreements, and alignment with scheduling changes.
 

Duties/Responsibilities

• Supervises Scheduling & Payroll Data Assistants. 
• Supervises the delivery of effective next day work coverage for transit operations, including “call-outs” to transit operators to fill shifts (e.g., sick, vacation, overtime), updating spare board according to current schedules, adjustments, online requests, and union time off, per set criteria. 
• Supervises maintenance of employee schedules in the transit operating system (e.g., trades and giveaways, operator hours and routes, modified schedule). Ensures scheduling changes/ adjustments submitted by transit operators and supervisors/ management (e.g., operator timecard changes, list of exceptions) are verified and entered, and that applicable pay rules/codes and correct hours are submitted to payroll and adjusted in TAMS.
• Ensures changes/adjustments have proper approvals and are in compliance with collective agreement provisions, policies, and legislation. As required, follows up on escalated discrepancies with Unifor staff, supervisors, and management. 
• Supervises data entry of new employee information in transit operating system.
• Supervises changes to employee schedules in TAMS (e.g., training, vacation, sign ups) approved by management.
• Supervises the preparation and reconciliation of payroll data and employee scheduling information in the time and attendance management system (TAMS). Ensures discrepancies between TAMS and the transit operating system are adjusted and reconciled, including amounts for union billing.
  Ensures compliance with pay rules, collective agreement, employment standards, and policies.
• Supervises creation and implementation of shift and pattern templates in TAMS per established schedules developed by Transit Scheduling.  
• Supervises employee class/status changes in the human resources information system for temporary movements.
• Supervises maintenance of records related to employee vacation, banked time, and attendance.  Responds to complex or escalated issues from Unifor employees related to schedules, pay and rules/codes, banked sick, vacation, and statutory holidays. 
• Enters schedule changes for transit operations and fleet supervisors in TAMS (e.g., training, vacation, sign ups) approved by HR or operating management, including changes in position due to recruitment efforts (e.g., part-time to full time, Unifor to management).
• Liaises with corporate payroll and HR to ensure timely, accurate payroll and scheduling data, per collective agreements, and acts as site contact for inquiries from payroll and HR. 
• Creates, updates, and maintains Divisional TAMS manuals and related operating procedures. Provides training, support, and updates to staff and transit operations supervisors on processes, practices, systems, and changes.
• Develops, monitors, and implements quality improvement processes and procedures. Recommends/implements procedural changes, per changes to collective agreements, policies, legislation, and system enhancements. 
• Assists with the development and implementation of new/enhanced transit operating software systems. Attends conferences and liaises with peers in other transit operations.
• Responds to questions from all levels of staff to clarify payroll information and processes.
• Provides support to transit management in the preparation and monitoring of staff wage and overtime budgets. Prepares or oversees ad-hoc and regular reports, such as budget versus actual wage, earnings, attendance, overtime, and part-time reports. 
• Assists transit scheduling staff and manager with annual budget by providing earnings/operator hours as applicable.
• Has a p-card (e.g., training, conferences, meetings).
• Backs up the Attendance Management Administrator.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills normally acquired through a related post-secondary education (e.g., business administration, payroll, human resources) plus progressively responsible related experience in a high volume, unionized, 24-hour environment. 
• Knowledge of scheduling/dispatch practices, payroll practices and regulations, and computerized attendance and payroll systems.
• Ability to keep current on collective agreements and internal payroll policies.
• Ability to handle sensitive information with confidentiality and discretion.
• Knowledge of and ability to comply with policies, procedures, collective agreements, and legislation (e.g., privacy, freedom of information, employment standards, labour relations, health and safety).
• Organization, time management, attention to detail, and problem solving skills to prioritize multiple demands within deadlines; understand and work within payroll policies and collective agreements; and identify trends and gaps in processes and data. 
• Leadership skills to supervise, train, instruct, develop, and support staff.
• Human relations and communication skills to work with corporate partners in Payroll and HR; respond to inquiries from staff and present information to groups; provide guidance and support regarding scheduling and payroll functions to management; and participate as an effective team member.
• Ability to understand policies, procedures, pay rules/codes, schedules, and collective agreements. Ability to complete forms, reports, memos/correspondence, and maintain records and employee schedule information.  
• Computer skills with ability to use software such as Microsoft Office, a time and attendance management system (e.g., Kronos), human resources information system, and transit operations system (scheduling function).
• Ability to meet inflexible payroll deadlines, potentially involving evening, weekend, and holiday hours.
• Ability to travel within Waterloo Region. 
• Ability to support and demonstrate the Region’s values.