Manager HR Systems

Position Details

• Job Type: Full-Time
• 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

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.