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 plan

• Offering enrolment, enrolling eligible employees and reporting NFT employee information in OMERS e-access

• Tracking of offers made, obtaining and filing the necessary documents of proof. Sending follow ups as required
• Making changes to employee records (name, employment status, union affiliation)
• Maintaining accurate records and documentation related to offers of enrolment.
• Storing and organizing all records by hardcopy and electronically

Provide timely responses to employee pension related inquires, such as enrolment, retirement and contributions.

• Completing form 168 eligible service requests for current and past employees
• Assist in coordinating OMERS sessions with OMERS consultants either virtually or in person for staff inquiring about retirement information.

Maintain the HRMS/Payroll system related to OMERS:

• Proper set up of OMERS codes including deduction amounts & pay period maximums.
• Addition of newly created pensionable pay codes to applicable deductions and updating SmartList reports accordingly
• Assignment/upkeep of OMERS status on employee records

Perform regular audits.

• Including membership audits to ensure accurate enrolment and Payroll system audits to ensure accurate deduction set up
• Identifying and investigating discrepancies, such as over/under deductions or timesheet coding errors
• Formulating repayment/refund plan accordingly with employees

Tracking 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 captured.
• Calculate OTCFT/CFT splits due to employee job changes.
• Regularly reconcile the OMERS GL account.

Maintain current reference material relating to OMERS legislation.

• Regularly attend OMERS webinars and create procedures for any plan changes.
• On a bi-weekly basis monitoring short-term leave of absences periods
• Manually calculating leave period costing, producing the appropriate form for employees going on ROE-supported leaves as well as returning back to work
• Distributing buy back forms with regular follow-ups to employees.
• Setting up buy back deductions within the payroll system, reporting fully purchased buy back periods to via e-access to OMERS.
• Summarize purchased leave periods via Payroll deductions and by cheque for service purchases.
• Preparation of remittances to OMERS and accurate allocation of pension buy back payments.

Monitoring 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 forms
• Record buy back payments to the GL and remit accordingly to OMERS by specific deadlines.
• Collect and upload confidential medical information.
• Maintain regular contact with the employee at each stage of the disability process and follow up as necessary on outstanding documents.

Processing various end of employment forms

• Providing applicable OMERS information in advance to potential retirees
• Fulfilling pension estimate requests.
• Preparing the OMERS retirement package and meeting with upcoming retirees to complete the necessary paperwork to facilitate drawing their retirement pension with OMERS.
• Process form 143 terminations/resignations each pay

Year-end Pension Reporting

• Manual calculation of annual contributory earnings, credited service and contributions for each member
• Ability to investigate contribution discrepancies and missing leave period with the year
• Prepare a year-end form 119 for each active member.
• Balancing/Reconciling all remitted RPP & RCA contributions to OMERS.
• Download the pension adjustments and manually calculate as necessary, verify for accurate reporting in Box 52 on T4 slip.
• Reconcile RPP contributions for accurate reporting in Box 20 on T4 slip.

Prepare 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 Benefits

Reconcile Monthly Billing for Green Shield Benefits

Quarterly processing of on leave benefits run

Other duties as assigned.

Requirements

Knowledge and Experience:

• Post-Secondary degree or diploma in a business-related discipline or equivalent
• Completion 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 CPA.
• Minimum 1 year experience performing pension administration. Experience in the administration of the OMERS pension plan considered an asset.
• Knowledge of the practices, principles and procedures related to pension plans.
• Knowledge 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 asset.

Skills 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 portal.
• Self-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 issues.
• Solid analytical thinking and thorough attention to detail.
• Proven organizational skills demonstrating effective time management, accuracy, and adaptability.
•  Excellent interpersonal skills when interacting with staff and external stakeholders.
• Strong oral and written communications skills.
• Knowledge of pensionable earnings and OMERS pension plan procedures/forms.
• Knowledge/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 information.
• Valid 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 Act

Benefits

Posting #: NU 51.25

Title: Pension and Payroll Coordinator

Status: Permanent Full Time

Job Code: 5HRPEN

Employee Group: Non-Union

Salary: $70,480 - $91,622 per annum

Division: Office of the Chief Administrative Officer

Department: Human Resources

Reports To: Payroll Manager

Location: Simcoe

Posting Period: October 27, 2025 - November 5, 2025