POSITION DESCRIPTION
Liquor Distribution Branch
Ministry of Justice
POSITION TITLE:
Coordinator, Leaves Entitlement
DIVISION:
(e.g., Division, Region, Department)
Human Resources
UNIT:
(e.g., Branch, Area, District)
Human Resources Services
SUPERVISOR’S TITLE:
SUPERVISOR’S CLASSIFICATION:
Functional Lead, HRMS
Financial Officer 21
FOR AGENCY USE ONLY
APPROVED CLASSIFICATION:
POSITION
NUMBER(S):
LOCATION:
POSITION
NUMBER
PHONE NUMBER:
PR4210
Vancouver, BC
FA5220
NOC CODE:
CLASS CODE:
Clerk R11
ENTERED BY:
PHONE NUMBER:
PROGRAM
The Liquor Distribution Branch (LDB) is one of the largest distributors and retailers of beverage alcohol in Canada,
generating a net income of approximately $929.6 million on annual sales of approximately $2.95 billion. The Branch
operates approximately 200 retail stores across the province, oversees the operations of Rural Agency Stores and has
the role of wholesaler to approximately 700 private liquor retail outlets and 8,000 licensed establishments. The LDB is a
unique government entity that operates with similar independence to a Crown Corporation under the direction of a
General Manager.
PURPOSE OF POSITION
The Coordinator, Leaves Entitlement is the primary contact for information related to leaves and is a member of a
customer oriented work team within Human Resources. The position manages the leaves related to Maternity/Parental,
General Leaves, Special Leaves, Leaves of Absence and Retirement and provides communication to employees.
The position maintains accurate seniority records based on employee events such as Vacation, Special Leave, Leave of
Absence, Maternity/Parental Leaves. Eligibility and maintenance is based on the Collective Agreement and Excluded
Terms and Conditions. All employee information is maintained in an integrated Human Resource and Payroll system for
which the position is responsible for entering all associated leave and seniority transactions.
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NATURE OF WORK AND POSITION LINKS
The Coordinator, Leaves Entitlement provides guidance related to benefits and leaves to LDB employees. Based on the
nature of the work there are frequent interruptions and the incumbent must be able to work under minimal supervision and
be able to prioritize and meet client needs.
The position must establish and maintain links with:

TSSI – to provide clarification on retirement related leaves and compensation and leaves greater than 30 days.

Employees – to provide information related to leaves and the eligibility of leaves based on years of service and
provide guidance for retirement.

Pension Corp – to provide clarification on unique employee situations.
SPECIFIC ACCOUNTABILITIES / DELIVERABLES

Manages employee leaves and determines eligibility as defined by Collective Agreement and Policy. Provides
information and interpretation to employee, communicates guidelines and requirements as they relate to leaves
(Vacation, Special Leave, Leave of Absence, Maternity/Parental leave etc.).

Maintains accurate records in HRMS and Employee file for leaves. Receives and validates required supporting
documentation and provides necessary information to TSSI. Manages communication with employee and respective
Supervisors/Managers regarding leaves.

Delivers retirement and pension related services; provides options to potential retirees about pension plan and leave
entitlements, calculates the retirement allowances for eligible employees, enters all retirement leave related
information into the HRMS and provides all required forms and payment information to TSSI.

Calculates pre-retirement leaves and prepares PAPR (Paid Absence Prior to Retirement) form(s) based on
employees intentions (cash or time-off) and sends to employee along with pension estimate(s) and other
retirement/pensions information which includes calculation of pre-retirement leaves (i.e. vacation, cto, excluded
frozen vacation, archived vacation, retirement allowance). Validates and verifies payment details prior to sending to
TSSI for processing.

Acts as the LDB contact for death in service and distributes notification to appropriate parties (General Manager,
Benefits Center and Pension Corporation, where applicable). Completes Certification of Death and emails document
to TSSI for processing.

Determines and approves eligibility for purchases of service in accordance with applicable legislation, regulations and
policies.

Identifies employee eligibility for entitlements to leaves and benefits based on attainment of qualifying criteria (Aux
1200/1827 attainment) and loss of benefits.

Audits special leaves reported and identifies anomalies and seeks resolution by contacting Managers/Supervisors.

Post-audits leave adjustments and leave entitlements.

Reviews last date worked for employees in HRMS to support Web ROE (Record of Employment) processing.

Identifies and runs various reports related to retirements and generates and/or creates ad hoc reports from HRMS (biweekly accrual reports for distribution to departments, weekly pre-accrual leave queries, bi-weekly seniority and leave
reports, bi-weekly post accrual queries).

Provides fiscal year end activities such as sending internal communications to stores and departments and sending
archive vacation letters to employees.

Performs other duties as and when required.
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FINANCIAL RESPONSIBILITY
DIRECT SUPERVISION (i.e., responsibility for signing the employee appraisal form)
# of Regular FTE’s
# of Auxiliary FTE’s
Directly supervises staff
0
0
Supervises staff through subordinate supervisors
0
0
Role
PROJECT /TEAM LEADERSHIP OR TRAINING (Check the appropriate boxes)
# of FTE’s
Role
Role
Supervises students or volunteers
Provides formal training to other staff
Lead project teams
Assigns, monitors and examines the work of staff
SPECIAL REQUIREMENTS
Criminal Record Check required.
TOOLS / EQUIPMENT
Working knowledge of standard computer applications: MS Office, Word, Excel, Outlook
WORKING CONDITIONS
Standard office environment
COMMENTS
PREPARED BY
NAME:
DATE:
EXCLUDED MANAGER AUTHORIZATION
I confirm that:
1. the accountabilities / deliverables were assigned to this position effective: (Date).
2. the information in this position description reflects the actual work performed.
3. a copy has / will be provided to the incumbent(s).
NAME:
SIGNATURE:
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DATE:
# of FTE’s
ORGANIZATION CHART
(PR6000)
Director HR
Services
Business Leader
(PR3000)
Manager HR
Services
Business Leader
(PR6210)
HR Services
HRMS
Coordinator
Clerk R14
(FA5220)
Functional Lead
HRMS
AO R21
(PR4210)
Coordinator
Leaves
Entitlement
Clerk R11
(FA5210)
Coordinator
Payment Control
FO R14
(FA5240)
Coordinator Time
& Benefits
Clerk R14
(PR4100)
Support
Representative
HR
Clerk R9
(PR6200)
Advisor HR
Services
Applied Leader
(PR6212)
Advisor HR
Services
Applied Leader
(PR5200)
HR Services
Coordinator
Clerk R11
(PR3300)
HR Services
Coordinator
Clerk R11
(PR5330)
HR Services
Assistant
Clerk R9
(PR6211)
HR Services
Assistant
Clerk R9
(PR4110)
Support
Representative
HR
Clerk R9
SELECTION CRITERIA
Education/Experience:
 Significant recent administrative/clerical experience with a minimum of 2 recent years working in a human
resources/payroll environment with an emphasis on administering human resource or payroll functions. A
certificate/diploma or formal course work pertaining to Human Resources Management, preferred. Equivalent
combinations of education, training and experience may be considered.

Experience with reading, interpreting and applying documented information and providing advice and guidance to
clients on standard interpretations of policies and procedures.

Experience working with complex calculations (i.e. pre-retirement leaves) and applying analytical thinking.

Experience working with a Human Resource Management System, preferably PeopleSoft.
Knowledge:
 Knowledge of basic human resources principles including legislation, regulations, policies, employment
standards, and Collective Agreement provisions.

Knowledge of Human Resource Information Systems (HRIS) and basic understanding of information
technologies.
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Skills/Abilities:

Effective oral and written communication skills with well developed interpersonal skills including the ability to use
sound judgement, tack and diplomacy with internal and external parties.

Demonstrated abilities such as: strong attention to detail; and the ability to work independently and under
pressure to meet deadlines.

Demonstrated ability to develop and maintain positive working relationships with customers/clients.

Proven ability demonstrating good judgement, strong organizational skills, analytical and research skills.

Proven ability to initiate and implement new procedures.

Demonstrated ability to apply and interpret policies/practices.

Strong MS Office skills including proficiency with Word, Outlook and Excel.
COMPETENCIES

Analytical Thinking is the ability to comprehend a situation by breaking it down into its components and
identifying key or underlying complex issues. It implies the ability to systematically organize and compare the
various aspects of a problem or situation, and determine cause-and-effect relationships ("if...then…") to resolve
problems in a sound, decisive manner. Checks to ensure the validity or accuracy of all information.

Service Orientation: understanding the service needs of a client/customer and actively focusing on anticipating,
meeting and exceeding the needs in a timely and appropriate manner.

Results Orientation: taking action to achieve challenging goals or high standards. It is focusing on the desired
outcomes, setting challenging goals, and taking action to meet or exceed them.

Teamwork and Cooperation: working cooperatively with diverse teams, work groups and across the
organization to achieve group and organizational goals. This includes communicating effectively and
collaboratively with others.

Problem Solving/Judgement: the ability to analyse problems systematically, organize information, identify key
factors, identify underlying causes and generate solutions.

Building Partnerships with Stakeholders: is the ability to build long-term or on-going relationships with
stakeholders (e.g. someone who shares an interest in what you are doing). This type of relationship is often quite
deliberate and is typically focused on the way the relationship is conducted. Implicit in this competency is
demonstrating a respect for and stating positive expectations of the stakeholder.

Initiative: involves identifying a problem, obstacle or opportunity and taking appropriate action to address current
or future problems or opportunities. As such, initiative can be seen in the context of proactively doing things and
not simply thinking about future actions.
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