Job Number: 4840
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 150 Frederick St - Regional Admin Headquarters
Number of Positions: 1
Division: Human Resources
Hours of Work: 35
Work Schedule: Monday-Friday, 8:30 am - 4:30 pm
Union: Management/Management Support
Grade: Management/Management Support Grade 08
Salary Range: $114,860.20 - $143,5789.80
About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
The Role
Manages the administration, maintenance, configuration, optimization, and integration of Human Resources systems and technology solutions for the organization, including SAP Human Capital Management for core HR and employee data, onboarding and recruiting, payroll, learning, performance and goal management); grievance, discipline and incident management (Sodales); and workforce management (UKGWFC Time and Attendance and Advanced Scheduling).
Manages system enhancement initiatives, strategies, upgrades, training, business process improvements, data governance, reporting and analytics programs, and technology projects in support of Human Resources and operational departments, ensuring compliance with legislative and regulatory requirements and alignment with business needs and organizational goals.
Duties/Responsibilities
- Supervises a Senior Analyst of HRC Systems, SAP HXM Systems Analyst, and a Workforce Management and SAP HXM Systems Analyst.
- Leads project teams involving divisional staff, payroll, ITS, consultants, and contractors to develop and implement HR system components and enhancements. Plans, organizes, and assigns tasks.
- Provides training and technical guidance to users, ensuring consistency of data entry/integrity, and compliance with procedures. Provides system upgrade/enhancement training to users, as required.
- Leads HR systems team to provide on-going support of HR systems (HXM/WFM) systems to all regional users regarding issues, including account authentication, role authorizations, data entry blockages, and missing functionality.
- Provides input into long-term system and technology planning. Evaluates implementation progress. Identifies system related implications and deficiencies per changed legislative requirements and corporate initiatives. Recommends solutions and refers technical deficiencies to ITS.
- Partners with Waterloo Region Police Services (WRPS) sustainment leads, project teams, ITS, AMS (Application Management Services), and consultants to manage HXM/WFM regular and on-going configuration changes and regulatory upgrades.
- Keeps knowledge current to prepare for enhancements and upgrades. Conducts feasibility studies and makes recommendations.
- Promotes use of the department’s systems and technology to other departments. Creates and delivers training on new features and standardized business processes.
- Develops and maintains backup and support plans to ensure business continuity.
- Develops and implements employee life cycle review strategy to automate and improve HR services.
- Develops and implements HR/payroll data entry rules with super-users, based on policies, collective agreements, legislation, user requirements, and new functionalities. Establishes and maintains screen scripts.
- Establishes and implements audit controls and security measures to ensure system integrity/ security. Coordinates with ITS to ensure security compliance.
- Develops procedures to extract/import data to create reports and interfaces with other applications. Manages test plan development, and analyses results. Troubleshoots and designs custom reports.
- Supports and administers interfaces between HR systems and automatic callout technology for paramedics to support 24/7 operations. Troubleshoots issues, coordinates upgrades and enhancements, and responds to inquiries.
- Supports and administers procedures to send drivers’ abstract information to the Ministry; downloads Ministry information and updates HR system with drivers’ information; oversees monthly audit reports; troubleshoots driving records; and works with Health and Safety and HR systems team to correct information.
- Manages procedures and processes to identify key departmental metrics, collect data, and create benchmarking reports and graphs. Manages reporting to external organizations (e.g., benchmarking network, OMBI, Transit Association, Statistics Canada).
- Manages interface of HR systems with Finance. Updates general ledger configuration in SAP-HXM as requested. Ensures accounting is configured properly when adding new earnings, deductions, and employee classes. Assists Finance with inquiries related to general ledger charges from payroll processes and adjustments.
Additional Duties/Responsibilities
- Designs, implements, and supports payroll e-services to provide users access to electronic paystubs and T4s. When SAP-HXM is upgraded prior to T4/T4A processing, coordinates with vendor and AMS provider to ensure new tax regulations and file schema validations are in place. Prepares, validates, and downloads data (e.g., T4A life insurance tax benefits for retirees, box 45 for T4s). Validates and submits T4 and T4A xml files to CRA original, and amendments when necessary.
- Manages systems compliance with information and privacy legislation and requirements.
- Supports the WRPS’s use of HR legacy systems, and develops procedures, queries, and customized reports.
- With ITS, provides input into HR and client department budget preparation (e.g., recommends user training, software, hardware requirements), and manages the configuration and maintenance of HR applications and web servers. Manages a budget to support and maintain HR applications.
- Consults and coordinates with ITS regarding operation and performance of applications and database servers, and to ensure hardware can support HR systems.
- Works with ITS and vendors to troubleshoot issues. Meets with prospective suppliers to discuss service, capabilities and issues, and for system demonstrations.
- Manages time clock administration, ensuring proper communication settings, network connectivity, prompt synchronization of employee punches, and alignment with changes in labour policies. Manages device configuration of physical timeclocks within the UKG platform, daily interfaces for new employee enrollment and updates, and troubleshooting and support. Diagnoses and resolves punch transfer errors, hardware malfunctions, network dropouts, and device configuration discrepancies between clocks and central UKG WFM database. Manages policy and function customization (e.g., updates for on-clock prompts, transfer options, job/task tracking parameters).
- Coordinates with IT Network infrastructure teams and UKG support to execute firmware updates, terminal replacements, and system patches.
- Performs related duties as required.
Knowledge, Skills, and Abilities
- Knowledge of human resources, accounting, financial, and information functions, systems, and business practices; corporate computer systems; client/server computer technology; information systems development; HR protocols (benefits, salary data, attendance management); and other legislative requirements related to HR and payroll information processing.
- Knowledge and skills are normally acquired through a university degree in a related field, plus progressively responsible related experience in public sector organizations with varied lines of business, including unionized environments and 24/7 operations.
- Experience managing system implementations, upgrades, integrations, and optimization initiatives, and managing contracts with vendors, AMS provider, and consultants.
- Knowledge of and ability to comply with policies, procedures, collective agreements, data security breach protocols, and related legislation (e.g., freedom of information and privacy protection, accessibility and web content accessibility guidelines, payroll regulations, employment standards, CRA income tax regulations, T4/T4A payroll return preparation, pension plan (OMERS) regulations).
- Analytical, problem solving, continuous improvement, and organizational skills to identify trends, develop recommendations, manage projects, adapt to changing priorities, balance multiple requests, and collaborate to develop solutions regarding resources, scheduling, technical difficulties, and changes in business requirements.
- Skill with installation, maintenance, and operation of HRIS /payroll applications (SAP-HCM, Banner HR/Payroll) and database developing tools IDE (e.g., Oracle SQL Developer, PL/SQL).
- Skill with time and attendance management systems (UKG WFC suite), including technical structure and server operation; configuration rules and application of collective agreement rules; and understanding of data dictionary and storage to develop advanced reports and interfaces.
- Skill with software and systems such as MS Office, MS Project, Windows, File Transfer Protocol (FTP), business intelligence tools and concepts (e.g., Crystal Reports, PowerBI, Microsoft Reporting Services, Visual Studio, Data-Warehouse/Data-Mart).
- Skill in statistical analysis, with working knowledge of tools and concepts related to workforce analytics and metrics.
- Skill with web application development tools and languages (e.g., HTML, XML, JavaScript), intranet and internet portals and content management system tools (e.g., Joomla), and web security protocols.
- Leadership, human relations, and communication skills to manage, train, develop, motivate, and support staff; support and promote HR systems and technology; facilitate meetings; provide training and functional support; participate in presentations and information sessions for staff; and participate as an effective team member.
- Ability to read and interpret information to keep knowledge up-to-date. Ability to read and write reports, letters, memos, manuals, and create flowcharts and graphs to illustrate processes.
Ability to translate complex technical Information into protocol and procedure for non-technical users.
- Ability to participate in an official standby/on-call rotation to respond to legislated or time sensitive demands beyond regularly scheduled work hours.
- Ability to travel within and outside Waterloo Region.
- Ability to support and demonstrate the Region’s values.
Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.
We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:
- First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
- members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
- persons with visible and/or invisible (physical and/or mental) disabilities;
- persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions
For questions or to request accommodations during your recruitment, onboarding or employment, please contact talentmanagement@regionofwaterloo.ca, or by calling our Service First Contact Centre at phone number (519) 575-4400.
Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.
Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).
