Job Description

Job Title:

Payroll, Benefits and Records Coordinator

Organization:

Town of Devon

Job Type:

Full-Time, Permanent

Work Schedule:

37.5-hour work week (8:00 a.m. to 4:30 p.m.)

Application Deadline:

Friday, August 15th, 2025

POSITION OVERVIEW

The Town of Devon is seeking a detail-oriented and highly organized Payroll, Benefits & Records Coordinator to manage and support three essential functions: employee payroll processing, benefits administration, and corporate records management. This pivotal role is responsible for ensuring the timely and accurate compensation of approximately 170 employees, including full-time, part-time, casual, and Council members, while also administering a wide range of benefits programs and maintaining the integrity and compliance of the Town's corporate records.


Reporting to the Finance Manager, the successful candidate will play a lead role in delivering accurate payroll and benefit services for all Town staff. The role also includes managing the Town's Electronic Document Management System (EDMS) and ensuring compliance with the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA).


This is an excellent opportunity for a proactive, analytical professional who thrives in a collaborative environment and is committed to continuous improvement, organizational accountability, and public service excellence.

KEY RESPONSIBILITIES

Payroll Processing and Administration

Manage all aspects of bi-weekly payroll using Avanti or ADP, including timecard validation, deductions, salary adjustments, and journal entries. Ensure system accuracy through routine updates for tax rates, benefit changes, and employment status modifications (e.g., onboarding, terminations, ROEs). Maintain compliance with CRA regulations, Employment Standards, and municipal policies.

Benefits Administration

Enroll new employees and update benefit records for LAPP, APEX, Equitable Life, Critical Illness, and other municipal benefit programs. Coordinate WCB claims, maternity/parental leaves, LTD, and disability reimbursements with benefit providers. Conduct eligibility audits and calculate Calculate benefit provider payments ensuring compliance with Town policies and budget availability.

Records & Information Management (RIM)

Lead the corporate RIM program to ensure compliance with ATIA and POPA while promoting secure and accessible information practices. Manage the Town's General Drive and EDMS, enforcing organization, naming standards, retention, secure disposal, and backups to maintain data integrity. Collaborate across departments to ensure municipal data handling complies with policies, procedures, and legislation for legal records management.

Compliance, Reporting & Employee Support

Prepare and submit mandatory reporting including T4s, T4 Summaries, WCB annual returns, ROEs, and pension remittances. Act as the primary contact for employee payroll and benefit questions, delivering guidance with professionalism and discretion. Support internal and external audits, ensuring all payroll and records documentation is compliant and up to date.

Training, Efficiency & Policy Development

Train individual users and groups in payroll and records procedures; provide continued support to enhance system usage. Develop user manuals, job aids, and SOPs to improve user confidence and operational consistency. Identify and implement improvements in payroll workflows, classification structures, and digital records efficiency.

Insurance & Risk Coordination

Maintain and update the Town's insurance database, processing changes related to vehicles, buildings, equipment, and events. Liaise with brokers (e.g., RMA, AON, VFIS) and internal stakeholders for renewals, claims, and insurance certificate distribution. Prepare insurance-related financial documentation, ensuring proper coding, tracking, and audit readiness.

OUR IDEAL CANDIDATE

Payroll Compliance Practitioner (PCP) certification through the National Payroll Institute is strongly preferred. Certification in Records and Information Management (RIM) or CRM designation is an asset. At least 3 years of direct experience in payroll and benefits administration, preferably in a municipal or public sector setting. Familiarity with Alberta's Access to Information Act (ATIA) and Protection of Privacy Act (POPA). Experience using Avanti, ADP, or other recognized payroll systems. Experience with electronic document management platforms (e.g., Content Manager). Strong communication, analytical, and time-management skills, with the ability to work independently and collaboratively. Exceptional attention to detail and a high degree of discretion with confidential information.

OUR TOTAL COMPENSATION PACKAGE INCLUDES:

An annual salary ranging from $67,369 to $84,896, equivalent to $34.54 to $43.53 per hour, depending on experience and qualifications. Employer-paid health and dental benefits (including vision, travel, life, and LTD insurance). Local Authorities Pension Plan (LAPP). Health & Wellness Spending Account and paid personal/sick days. Vacation starting at 3 weeks per year. Access to professional development and training opportunities. Support from a collaborative team, wellness committee, and social events.

HOW TO APPLY

Applicants are reminded that,

as a condition of employment

, they must provide a current Criminal Record Check and present a satisfactory Driver's Abstract.


Interested candidates are encouraged to submit their applications through our online applicant tracking system.


We appreciate all applicants for their interest in this opportunity. Only those shortlisted for an interview will be contacted.

Application Deadline:

Friday, August 15th, 2025