Pension and Payroll Coordinator (PFT) (NU 51.25)

Scope of Position:Responsible for coordinating the day-to-day administration of the OMERS pension plan for a high volume of employees. This includes working directly with OMERS, handling employee pension inquiries and ensuring compliance with the Pension Benefits Act (PBA) and OMERS regulations. Additionally, undertake various corporate payroll functions to ensure employees receive remuneration for hours worked on a bi-weekly basis.Position Description:Responsible for the day-to-day administration of the OMERS pension planOffering enrolment, enrolling eligible employees and reporting NFT employee information in OMERS e-accessTracking of offers made, obtaining and filing the necessary documents of proof. Sending follow ups as requiredMaking changes to employee records (name, employment status, union affiliation)Maintaining accurate records and documentation related to offers of enrolmentStoring and organizing all records by hardcopy and electronicallyProvide timely responses to employee pension related inquires, such as enrolment, retirement and contributions.Completing form 168 eligible service requests for current and past employeesAssist in coordinating OMERS sessions with OMERS consultants either virtually or in person for staff inquiring about retirement informationMaintain the HRMS/Payroll system related to OMERS:Proper set up of OMERS codes including deduction amounts & pay period maximumsAddition of newly created pensionable pay codes to applicable deductions and updating SmartList reports accordinglyAssignment/upkeep of OMERS status on employee recordsPerform regular audits.Including membership audits to ensure accurate enrolment and Payroll system audits to ensure accurate deduction set upIdentifying and investigating discrepancies, such as over/under deductions or timesheet coding errorsFormulating repayment/refund plan accordingly with employeesTracking and reporting metrics related to eligibility, enrolment, leave forms, employer RPP costs to management on a regular basis.Track employee statuses to ensure leave periods are capturedCalculate OTCFT/CFT splits due to employee job changesRegularly reconcile the OMERS GL accountMaintain current reference material relating to OMERS legislation.Regularly attend OMERS webinars and create procedures for any plan changesOn a bi-weekly basis monitoring short-term leave of absences periodsManually calculating leave period costing, producing the appropriate form for employees going on ROE-supported leaves as well as returning back to workDistributing buy back forms with regular follow-ups to employeesSetting up buy back deductions within the payroll system, reporting fully purchased buy back periods to via e-access to OMERSSummarize purchased leave periods via Payroll deductions and by cheque for service purchasesPreparation of remittances to OMERS and accurate allocation of pension buy back paymentsMonitoring of long-term absences, ensuring OMERS disability waiver claims are initiated in the appropriate timeframes.Accurate calculation and completion of applicable Leave Period Reporting and Disability formsRecord buy back payments to the GL and remit accordingly to OMERS by specific deadlinesCollect and upload confidential medical informationMaintain regular contact with the employee at each stage of the disability process and follow up as necessary on outstanding documentsProcessing various end of employment formsProviding applicable OMERS information in advance to potential retireesFulfilling pension estimate requestsPreparing the OMERS retirement package and meeting with upcoming retirees to complete the necessary paperwork to facilitate drawing their retirement pension with OMERSProcess form 143 terminations/resignations each payYear-end Pension ReportingManual calculation of annual contributory earnings, credited service and contributions for each memberAbility to investigate contribution discrepancies and missing leave period with the yearPrepare a year-end form 119 for each active memberBalancing/Reconciling all remitted RPP & RCA contributions to OMERSDownload the pension adjustments and manually calculate as necessary, verify for accurate reporting in Box 52 on T4 slipReconcile RPP contributions for accurate reporting in Box 20 on T4 slipPrepare the seniority lists for the respective unions on the schedule outlined in the Collective Agreements.Backup for Health, Wellness and Benefits Coordinator in relation to benefit concerns, Payroll Administrator for payroll processing and Payroll Manager for OMERS inquiries.Provide back-up for ID badge creation and security clearance, as required.Review new hire offer letters from a payroll perspective to confirm accuracy.Monthly processing and reconciliation of Retiree BenefitsReconcile Monthly Billing for Green Shield BenefitsQuarterly processing of on leave benefits runOther duties as assigned.RequirementsKnowledge and Experience:Post-Secondary degree or diploma in a business-related discipline or equivalentCompletion of, or currently enrolled in Human Resources Certificate Program from a community college or university preferred Completion of Payroll Compliance Practitioner (PCP) Certificate through the Canadian Payroll Association (CPA) or currently enrolled with the CPAMinimum 1 year experience performing pension administration. Experience in the administration of the OMERS pension plan considered an assetKnowledge of the practices, principles and procedures related to pension plansKnowledge of the Pension and Benefits Act, Employment Standards Act and OMERS regulations Experience in Payroll/HR would be considered an asset Experience in a Municipal setting and unionized environment would be considered an assetSkills and Abilities:Computer expertise; must be able to apply advanced functions of corporate standard software (i.e. Excel, Microsoft Dynamics Great Plains HRMS/Payroll system software) and OMERS e-access portalSelf-starter, ability to work independently with little direction in a fast-paced environment, work well under pressure to meet tight deadlines Superior technical knowledge, and ability to problem-solve time-sensitive issuesSolid analytical thinking and thorough attention to detailProven organizational skills demonstrating effective time management, accuracy, and adaptability Excellent interpersonal skills when interacting with staff and external stakeholdersStrong oral and written communications skillsKnowledge of pensionable earnings and OMERS pension plan procedures/formsKnowledge/understanding of payroll/accounting principles as they apply to performing pension functions A high degree of integrity and discretion due to exposure to confidential and sensitive informationValid Ontario driver's license and access to a reliable vehicle Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health and Safety ActBenefitsPosting #: NU 51.25Title: Pension and Payroll CoordinatorStatus: Permanent Full TimeJob Code: 5HRPENEmployee Group: Non-UnionSalary: $70,480 - $91,622 per annumDivision: Office of the Chief Administrative OfficerDepartment: Human ResourcesReports To: Payroll ManagerLocation: SimcoePosting Period: October 27, 2025 - November 5, 2025