Date Reclassified: May 5, 2025
Business Unit: Human Resources
Location: Lax Kw’alaams, British Columbia
Reporting to: Human Resources Manager

The Lax Kw’alaams Human Resources Department has an exciting and immediate opening for a full-time Payroll and Human Resources Officer. Under the direction of the Human Resources Manager, the Payroll and Human Resources Officer supports the day-to-day operations of payroll and HR functions. This role plays a vital part in ensuring employees are paid accurately and on time, and in fostering a positive and respectful work environment that reflects Lax Kw’alaams’ values and community traditions.

This position requires attention to detail when verifying and posting payroll. Communicating and corresponding with management and staff are essential within this position. The incumbent will also administer the health and pension benefits plans and ensure that eligible employees are enrolled and that shared contributions are remitted.

Responsibilities:
General

Payroll Tasks

• Process bi-weekly payroll.
• Reconcile bi-weekly payroll for accuracy and completeness.
• Acquire and review staff timesheets for accuracy, completeness, and signature.
• Process Record of Employment manually and electronically.
• Compile and track payroll data, including leaves of absence, insurance payments, and payroll deductions.
• Create required internal management reports from the payroll system.
• Assist with responding to employee and government agencies for payroll-related inquires.
• Assist with monthly reconciliation of payroll deductions, benefits and accruals.
• Maintain an accurate database of relevant employee information to process payroll and ensure that resulting
• payroll changes are processed accurately and timely manner.
• Oversee the distribution of paystubs to staff.
• Administer the Band’s benefits programs for the staff, including staff enrolment and benefit payments.
• Maintain knowledge of payroll regulations and standards.
• Follow the Band’s payroll procedures for establishing and terminating employees.
• Prepare government remittances, including WorkSafeBC remittances.
• Create and distribute T4s.
• Performing daily routines – checking email, responding to correspondence, prioritizing daily and weekly work assignments, managing timelines, data entry, obtaining proper approvals, consulting with managers and staff, filing, etc. Ensure the strict confidentiality and privacy of financial records and maintain filing systems to organizational standards. Adhere to applicable laws, organizational policies and follow established procedures.
• Participate in required meetings, providing input and recommendations.

Human Resources Tasks
HR Administration and Policy Administration

• Develop and maintain strong relationships with managers, staff and external service providers related to human resources programs.
• Maintain and update all employee files, ensuring all files are kept confidential in keeping with privacy and other legislation. Complete all hire, change and separation paperwork.
• Maintain and update all job descriptions and keep a database of all job descriptions; work with managers to ensure job descriptions are updated.
• Interpret policies and provide related assistance and advice to managers and staff. Assist with researching, recommending and updating policies to reflect the Band’s mission, mandate and culture as requested or needed.
• File correspondence and other records in the required ordering system. Draft various forms, letters and reports as necessary.
• Fax, photocopy and scan documents as required.
• Locate filed materials upon request, ensuring the confidentiality of materials requested by authorized parties.
• Add new materials to existing files and records and create new files, as required.
• Ensure managers conduct probationary and periodic performance reviews.
• Keep track of all completed performance reviews.
• Schedule meetings, attend meetings and take minutes as required.

Recruitment

• Assist with the development of job descriptions in concert with the relevant manager.
• Assist with the designing and placing of job advertisements.
• Work with the relevant manager, screens and interviews candidates.
• Provide support in the selection of recruits.
• Assist with providing guidance, coaching, training, and reference information/materials to hiring managers in preparation for applicant interviews (e.g. interview questionnaire, etc.).
• Assist with preparing employee contracts and letters of offer.
• Communicate with the HR and Finance teams around the letter(s) of appointment, start date, induction, etc.
• Assist with onboarding and offboarding of employees.

Health and Safety

• Work with departments to develop and deliver effective rehabilitation and/or return to work programs for claimants to enable them to return to their normal duties and occupations safely and on time, and liaise with related external service providers as required.
• Proactive manage WorkSafeBC injury and other disability claims, focusing on prevention and return to work, and liaise with WorkSafeBC and insurance providers on all claims.
• Investigate accidents thoroughly and effectively in collaboration with the department managers, ensure accident claims are appropriately processed and prepare related reports and recommendations.
• Perform job site safety compliance inspections, including hazard analysis, safe work procedures, written reports, and recommendations on a monthly basis or as needed.
• Report on incident statistics, worker concerns, etc., and provide interpretation, information, advice, and assistance on safety matters to all departments with relation to statistics and trends.
• Work with departments to coordinate and organize the scheduling and delivery of all mandatory health and safety training, ensure current training, and maintain up-to-date records.
• Update, maintain and present safety orientation and training for all new employees to ensure a complete and effective understanding of potential risks and expected behaviours within the workplace.
• Assist employees with short and long-term disability claims.

Employee Relations

• Provide coaching, advice and assistance on Payroll and HR matters to all employees and managers as required.
• Recommend policy and process changes to improve staff morale, satisfaction and engagement.
• Assist in investigating employee relations issues (employee complaints and harassment allegations) in accordance with all legal requirements.
• Work closely with the Unions to establish and maintain a good working relationship.

Interpersonal

• Maintain and present a positive and professional image at all times.
• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
• Must be able to handle sensitive information in a completely confidential manner.

Administrative

• Ensure compliance and quality assurance are followed within and outside the position.
• Maintain proper certification.
• Attend professional development workshops, in-services, seminars and training as required to stay current with emerging trends.

Organizational Responsibilities

• Maintain confidentiality as per the Band’s policy guidelines;
• Adhere to Administrative standards, policies and procedures;
• Bring to the attention of the Human Resources Manager if practices are not consistent with the current
• knowledge of acceptable professional standards;
• May work a flexible 37.5 hours per week as determined by the Human Resources Manager and in accordance with the department’s needs.

Note: Perform all other duties within the scope of the position and as requested by the Human Resources Manager. These will be according to the employee’s range of skills, competence, training and experience, or part of a training/development plan.

QUALIFICATIONS:
Education and License

• Bookkeeping Certificat and/or Payroll Certificate Post-secondary diploma or certificate in accounting, finance, or business administration, combined with experience using Microsoft Office and computerized accounting systems, is an asset.
• Considerable knowledge in Human Resources activities, including recruitment, orientation, compensation, training, investigation processes and employee relations.
• Willing to train the “right” individual.
• Minimum 2 (two) years of progressively responsible and related experience in a position of comparable scope and size to the Lax Kw’alaams Band.
• Good knowledge of benefits programs and implementation of these programs.
• Good knowledge of payroll functions and computer skills, a team player to perform a full range of payroll and finance-related activities as necessary.
• Working knowledge of Payworks System an asset.
• Knowledge of Generally Accepted Accounting Principles (GAAP) is an asset.
• Excellent organizational skills and abilities.
• Good understanding of payroll and financial reporting principles and practices.
• Ability to build and maintain close working relationships and facilitate collaboration with staff and departments.
• A high degree of ethics, confidentiality, and integrity.
• Proven prioritization, time management and effective written and interpersonal communication skills; the ability to build a positive, team-oriented environment.
• Demonstrated aptitude in dealing with private and confidential information.
• Use diplomacy and tact in all interactions. Ability to communicate and to deal courteously, tactfully and diplomatically with elected Council members, employees, contractors and community members.
• Extensive experience working with Payroll and HR systems, or willing and able to learn.
• Provide a current Criminal Record Check

Experience

Competency

• Computer skills, including Microsoft Office, with strong Excel skills Ability to use accounting programs.
• Working knowledge of Adagio an asset.
• Ability to use office equipment like calculators, photocopiers, fax machines, and printers Attention to detail and accuracy Ability to meet deadlines, both critical and ad hoc, and handle heavy workloads Ability to organize and prioritize tasks; ability to problem solve
• Knowledge of the Lax Kw’alaams people, culture & traditions, social dynamics & community, governance, goals and aspirations.

Physical Demands and Working Environment:
Physical Demand

• You may have to spend long hours sitting and using office equipment, computers and attending meetings.

Mental Demands

• You will have to complete several tasks and responsibilities at one time and must be prepared to deal with emergencies and stressful situations at any time.

Impact and Accountability:

• The position is accountable for the quality of payroll and HR administrative controls and procedures, accuracy and timeliness of financial information, daily organization, and task prioritization and scheduling.
• The expected end results of the position are the effective delivery of payroll, HR administrative services and maintenance of records that are accurate, timely and compliant with relevant regulations, policies, procedures and legislation.

Conditions of Employment:

• Mandatory confidentiality is a condition of employment for all staff. Failure to comply will result in dismissal.
• Employees are expected to follow all guidelines harmoniously and cooperatively, creating a team approach in their duties for the Band’s future success.
• Acceptable Criminal Record Check with Vulnerable Sector Search.
• Valid Drivers License (Class 5)

Professional Development:

• Lax Kw’alaams Band always encourages lifetime learning. Professional development is one tool to achieve this.
• You are encouraged to discuss professional development opportunities with your supervisor. Further, additional training requirements may be added by your supervisor to ensure your skills meet the current or expected organizational needs.

Adjustments to Job Descriptions:
Lax Kw’alaams Band may make necessary adjustments or amendments to job descriptions to meet current or expected service needs, provided that the appropriate notice is provided.

Classification/Pay Scale

• You can expect a supportive work environment, a total compensation package which includes a competitive wage, extended health and dental benefits and a pension plan.

Submission Deadline:

• Open until filled
• We invite all interested parties to reply in the strictest confidence to Human Resources: [email protected]