Role overview

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Accounting, Level B

Job Title
Payroll Reconciliation Analyst

Department
Payroll Services & Analytics | Payroll | Financial Operations | VP Finance and Operations

Compensation Range
$6,949.92 - $9,992.50 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
August 3, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date
Ongoing

Cover Letter Required

Applicants must submit a cover letter outlining how their experience and qualifications align with the requirements of the position, with specific reference to payroll operations, accounting and reconciliation functions, systems experience (e.g., Workday or similar ERP), and leadership or supervisory experience where applicable.

The cover letter should also provide context for any aspects of the application not fully reflected in the resume, including employment gaps, career transitions, or differences in qualifications relative to the minimum requirements. The cover letter should conclude with a brief statement summarizing suitability for the role.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
The University of British Columbia is one of the largest universities in Canada, and one of the largest employers in the province of British Columbia, employing approximately 50,000 people including faculty members and staff spread across more than 10 bargaining units or employee groups. UBC payroll accounts for approximately $2B, 73% of the consolidated operating expenses.

The incumbent will be working with large complex data sets. They will be coordinating across the Payroll Operations team and with the Payroll Lead for payroll run related items, as well as working with the Manager, Payroll Services and Analytics on reconciliation improvements and targets such as ledger account and program reconciliation. The position requires a high level of awareness of payroll operations as a whole and some change management capabilities.

The position is responsible for processing payroll reconciliation tasks, investigating payroll accounting flow and correcting processes, and processing payroll runs including assisting Payroll Specialists in correcting pay errors. This includes monitoring and improving payroll reconciliation tasks, increasing efficiency and accuracy, while ensuring compliance relevant legislation and regulations. It also includes prioritizing work, balancing a high-volume workload of ongoing tasks, prioritizing improvements and gaining efficiency, and working on clean-up projects, and being able to defer items when necessary.

Organizational Status
The Payroll Reconciliation Analyst reports to the Payroll Lead, and provides guidance to Payroll Support Specialists, Payroll Partner Analysts, and Leave of Absence Representatives for any errors that arise during payroll processing. The incumbent is aware of all payroll processes (as all items have impact to pay runs and/or bank reconciliation) and works with all areas of Payroll Operations including Payroll Partner Analysts and Leave of Absence team. They work with the Manager, Payroll Services and Analytics on more strategic items, and works with the Payroll Business Analyst when relevant on change management and Workday reporting.

Work Performed

Reconciliation, Accounting, and Improvements

Manages detailed payroll ledger and program reconciliations across the university.
Investigates accounting flow within Workday and implements corrective controls.
Ensures compliance with CRA, WCB, and EI regulations and supports audit readiness.
Prepares complex Payroll Accounting Journals (PAJs) and EIB mass journal entries.
Develops and maintains reconciliation controls and financial process documentation.
Performs analysis and complex reconciliation tasks such as periodic BCEHT, WCB, and Union Dues including large data sets over multiple years, using Workday reports. Reviews work done by teammates for accuracy, materiality, relevance, and completeness.
Reconciles and reviews all payroll Ledger Accounts and Programs in accordance with accounting principles, and implements controls to prevent or identify mis-applied amounts.
Investigates accounting flow in accordance with accounting principles for all payroll processes and coordinates with Manager, Payroll Services and Analytics and the ISC to correct any incorrectly posting processes.
Researches and advises payroll staff concerning the accounting treatment of complex transactions in accordance with accounting principles, documenting accounting flow.
Identifies areas for improved efficiency in Payroll Reconciliation Analyst tasks, and assists, along with Payroll Lead, to implement and manage change to improve processes and analysis methods. This includes identifying potential improvements to Workday reports used in these processes and analytics.
Ensures compliance with union agreements, University policies, and Federal and Provincial legislation and regulations, such as for tax remittance deadlines.
Performs ad-hoc data analysis for data from Workday, such as investigation of year-over-year discrepancies, and internal and external audit information requests in accordance with accounting principles.
Prioritizes any improvements and changes along with justification.
Monitors and improves controls for Payroll Reconciliation Analyst tasks.
Develops and maintains process and training documentation for Payroll Reconciliation Analyst tasks and relevant use of Workday.
Creates and posts Payroll Accounting Journals (PAJs) and PAJ EIBs (mass loads), ensuring correct transactions are posted in accordance with accounting principles for transfers of amounts between ledger accounts and worktags for correction and reconciliation activities.
Ensures Payroll Reconciliation Analyst coverage for on-cycle and off-cycle payroll runs and other ongoing cyclical tasks.
Assists with ad-hoc projects for improvements to payroll operations procedures, documentation, and reporting, such as improving ServiceNow Ticket Dashboards.
Assists the payroll Business Analyst with the testing phase of Workday report improvement and development for Payroll Operations owned reports. Identifies and recommends to the payroll Business Analyst potential improvements to Workday reports.
Documents issues with Workday in Service Now tickets and coordinates with Payroll Lead to prioritize and assign tickets to relevant area such as ISC – Payroll.
Assists, along with Payroll Lead, in defining roles and responsibilities of Payroll Reconciliation Analysts for items and issues that have cross coverage with Payroll Support Specialists or other areas of Payroll Operations.

Bank Reconciliation and Related Tasks

Completes monthly bank reconciliation for payroll bank accounts, addresses payroll payments via cheque that have not been cashed, and creates of Ad Hoc Bank Transactions to record repayment of payroll overpayments.
Monitors and improves controls for bank reconciliation and related tasks.
Investigates any discrepancies in bank reconciliation.
Assists with reconciliation of re-submitted bank files due to potential bank file integration errors.

Other Work Performed

Sets up garnishment requests in WD; ensure the deductions go through during on cycle; create AP request to pay CRA/Prov of BC/Court; answer CRA inquires and respond to employee's questions; mail out the checks with remittance vouchers; filing.
Reviews in-progress ROEs and submit ROEs to Service Canada.
Prepares weekly, semi-monthly, monthly and quarterly tax remittances.
Uploads EIBs prior to on-cycle pay run such as for loading hours for units that do not have access to Workday. Troubleshoots submission errors and corrects EIB data to load properly.
Create Accounts Payable requests such as to pay union dues to each union.
Resolves ServiceNow tickets that have been assigned to Payroll Reconciliation Analysts.
Other projects as required.

Consequence of Error/Judgement
Failure to detect and correct errors could result in serious consequences such as a breach of a Collective Agreement, financial penalties from Canada Customs and Revenue Agency, fines pursuant to the Employment Insurance commission Act and Employment Standards Act, law suits from employees and fines and penalties. Errors could result in poor financial decisions and misallocation of resources. As this position advises the University campus faculties and departments, errors could have a significant impact throughout the University. Errors could also result in incorrect pay to employees resulting in financial hardship to the affected employees and severe reputational impact to UBC. The accountability of this position requires the incumbent to deal effectively with the appropriate personnel, both professional and nonprofessional, at all such levels of involvement and responsibility, both within and outside the University.

Institutional Compliance and Risk

The role has significant institutional impact and risk exposure. The incumbent ensures:

Payroll compliance with federal and provincial legislation (CRA, WCB, EI).
Accuracy of financial postings affecting approximately 50,000 employees.
Proper reconciliation of payroll bank accounts and related adjustments.
Track and handle payment rejects (due to incorrect banking information) and pay replacements, with significant impact to employees if mishandled, and reputational risk.
Timely identification and mitigation of control or reporting issues that could result in financial penalties or reputational damage to UBC.

Supervision Received
Works autonomously for reconciliation and task items. Coordinates with Payroll Lead on how Payroll Reconciliation Analysts interact with other areas of Payroll Operations, and approach to documentation. Receives broad direction from Manager, Payroll Services and Analytics on items with a longer-term approach such as larger changes to reconciliation procedures and controls.

Supervision Given
Provides guidance to Payroll Specialists on errors found while processing payroll. Acts as a mentor or coach to peers as required. Provides functional advice and technical direction to distributed users regarding payroll and benefits functions and workflow, such as for EIB submissions. Serves as a point of contact for project and team members.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Enrolled in the CPA Professional Education Program (PEP) modules. Minimum of three years of related experience, or the equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Payroll Compliance Practitioner (PCP) designation.
Experience with Workday or similar ERP systems, with the ability to learn and adapt to new technologies.
Strong knowledge of payroll, accounting, and financial processes, including the ability to apply accounting principles to complex transactions and reconciliation issues.
Advanced Excel skills (e.g., pivot tables, lookups, and complex formulas) and proficiency in Microsoft Office tools.
A positive, solution-focused approach that supports accurate and efficient payroll operations, responsive customer service, and strong collaboration across teams.
Demonstrated ability to manage a high-volume workload with multiple competing priorities, balancing operational responsibilities with process improvements and analysis.
Strong analytical and problem-solving skills, with a high degree of attention to detail, accuracy, and sound professional judgment.
Excellent communication and interpersonal skills, with the ability to liaise effectively between technical teams and end users, and provide clear, professional guidance on complex issues.
Demonstrated ability to work independently and collaboratively in a complex, fast-paced environment.
Experience supporting process improvements, documentation, and change initiatives.
Strong commitment to confidentiality, privacy, and compliance with legislative and regulatory requirements.