Job Description

Payroll Specialist - Appendix D/Temporary Assignment (July 2025 - December 2027)

Status:

Appendix D/Temporary Assignment (July 2025 - December 2027)

Hours:

Monday to Friday; 35 hours/week

Home Campus:

Fennell (hybrid work arrangements available)

Rate of Pay:

Payband I (Starting Rate:$39.34)

Posting Date:

July 11th, 2025

Closing Date:

July 17th, 2025 at 7:00pm EST


We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.


Reporting to the Payroll Supervisor, the incumbent is the payroll subject matter expert and provides specialized accounting and project management support and has a key role in payroll systems enhancement and implementation of projects.


The incumbent oversees, coordinates and leads the Payroll Officers in the reconciliation, submission and reporting of payroll year end items such as, College-wide RCA pension reconciliations, submission of annual DCT pension reporting, quarterly reconciling EHT and annual T4 Reconciliation across all payrolls, and other year end government reporting remittances.


This position is also responsible for the oversees the administration and processing of College payrolls and related services, including ad hoc reporting, customer service, month-end reporting, year-end reporting, and recordkeeping.


This position acts as a team lead to other payroll staff, and provides functional guidance and payroll systems support to full-time support employees and assists the Manager, Payroll Services to ensure department goals are met.

What you'll be doing:

Team Lead/Coordinating

Advise, interpret and provide direction to staff on federal/provincial laws and regulations, as well as College policies and procedures involving payroll. Develop payroll year end schedule for Payroll Officer and follow up on any outstanding items (year-end accruals). Collect and review all monthly account reconciliations prepared by Payroll Officers and prepare package to be submitted to Payroll Supervisor. Reconciles all assigned payroll and benefit related accounts to the general ledger. Manage year-end reconciliation of annual year-end EHT and T4 reconciliation. Coordinate all Banner Testing; ensuring it is completed on time, collects test scripts from Payroll Officers, and submits issues/tickets as required. Coordinate the submission of annual Y-Run data for PA submissions in Dayforce and the production of T4 (coordination of timing for 5 payroll submissions). Monitor and track CRA quarterly loan interest rates and communicates changes to the team for updating. Manage salary and compensation updates, or deduction changes when uploaded directly to Dayforce. Monitor and approve all incoming SAFs, and distribute to team for processing. Monitor and action all incoming salary transfer requests. Monitor general inquires via the "payroll@mohawk" email account and distribute questions to the appropriate Payroll Officer. Participate in recruitment and lead training of new Payroll Officers. Support Payroll Supervisor in various projects, including preparation of documents and reports, assisting in Fringe Benefit Analysis, and follow-up on timelines and deliverables. Model a continuous improvement culture amongst the team, identifying and bringing forward process opportunities and gaps. Participate in implementing new initiatives and projects. Prepare & review payroll schedules and determine the input dates and delivery dates. Participate in cross-functional projects/committees.

Payroll Accounting

Extract and manipulate labour cost reports from Dayforce and prepare monthly journals that are uploaded to FAST finance for all five College payrolls. Reconcile and prepare balances and/or post all month-end/year-end payroll journal entries and ensures payroll transactions are recorded properly in FAST (payroll totals, expense claims, accruals, etc.). Prepare salaries and benefit adjustment entries to ensure accurate salary and fringe benefit cost distributions for the college. Review and post into FAST all miscellaneous salary and benefits transfers requested by Financial Planning, other departments or misc. Review, analyze and resolve any posting related problems including red lines and credit entries. Liaise with external auditors and provide supporting documentation and respond to audit queries. Reconcile, prepare and review over 20+ payroll and benefit related balance sheet account reconciliations monthly and initiate any correcting journal entries as required. Reconcile, prepare and process all payroll salary accruals at year including, special accruals (severance, maternity leave), payroll salary accruals, Continuing Education accruals, Part-Time Accruals.

Payroll Administration & Processing

Responsible for full-cycle payroll processing of the semi-monthly FT administrative employee payroll (approximately 225 employees). Balance and audit payroll semi-monthly to ensure gross pay, pre-tax deductions and taxes are correct and compliant with regulating bodies, federal and provincial legislation, including Canada Revenue Agency (CRA) and CAAT pension plan. Reconciliation, review and production of 260 T4 slips annually. Preparing paperwork for CAAT pension buybacks, terminations, retirements, leaves of absence, etc. Meet with employees to discuss the financial impact of maternity/parental leaves, Professional Development leaves, unpaid leaves of absence. Calculate taxable benefits, year-end pension adjustments. Track and manage RCA pension contributions for high income earners. Provides front-line service to employees and visitors by responding to a variety of payroll and benefits related inquiries.

Payroll Reporting & Reconciliation

Prepare month-end reporting for all payrolls, to enable Payroll Officers to complete deduction reconciliations and remittances (IAHS Parking, Computer Purchases, OCASA dues, Sun Life benefits, pension buy back, donations, DBARC dues, OPSEU dues, etc.). Create and run multiple monthly reports across multiple systems (Cognos/Banner/Dayforce/FAST) and consolidate the data within Excel to produce college-wide data monthly/annual reporting metrics. Prepare and analyze a variety of reports for use by the Supervisor (Statement by Operation, Credit Balance, Fringe Benefit Analysis, GL Balances, Regression Analysis, Compensation reports). Audit salaries in Dayforce and Banner, to ensure data integrity within our college system of record. Analysis of salaries discrepancies is required. Analyze and report on mileage reimbursements, so individuals eligible for car allowance can be identified and communicated with, and payroll adjustments can be processed accordingly. Review and analyze deduction changes that can be distributed to Payroll Officers for processing (parking, benefit rate changes, CPP/EI reconciliations, and united way campaign). This may include initiating new deduction codes or changes to the calculation of deduction codes within Dayforce. Report and coordinate with HR regarding the CE taxable benefits to be recorded through payroll each semester close (related to the benefit where employees can take courses at Mohawk College courses for a reduced rate of $20). Compile information for PA reporting across all payrolls. Prepare and consolidate Public Sector Salary Disclosure (PSSD) reporting for review and analysis by the Payroll Supervisor. This work involves combining T4 information and breaking down total salary and benefits to identify the work completed that aligns with the earnings on a person-by-person basis (For example: Annual FT Salary + OT + Shift Premiums). Prepare college wide year end reconciliations for EHT for review by the Payroll Supervisor. Monitor account balance and requests top ups as required for college-wide, self-insured workers compensation payments.

Sun Life Benefits Administration

Administer benefit deductions from payroll, as advised by HR for new hires or employees who require direct invoicing (partial load, retiree, survivors, LOA, LTD etc.). Retrieve monthly benefit invoices online and reconcile billing against Dayforce deductions and Sun Life deductions for all active employees and retirees. Prepare monthly reconciliation report for HR, to advise on corrections to be made online using Sun Life's website (PSS) or advising HR where billing information has not been received for employees who have benefits but are not remitting contributions. Administer manual payments on a monthly basis (credit card and personal cheques). Administer monthly pre-authorized debit (PAD) transactions for retiree payments. Track and generate yearly invoicing for approximately 475 retirees, survivors, inactive or disabled employees. Maintain a retiree database for Sun Life benefit billing. Respond to all inquiries regarding benefit billings and payments. Monthly follow up on outstanding invoices, and initiate process for overdue accounts as required. Issue credit notices and back charges as necessary. Reconcile accounts 12027 & 12051 for payments received. Remit monthly payments for Sun Life invoices for all active and retiree groups. Update Sun Life billing rates and employee cost-sharing arrangements annually in Dayforce as advised by the College Employer Council. Prepare official tax receipts at payroll year end to record benefit contributions for all retirees, partial load academics, survivor, LOA and LTD members.

Payroll Year End & Fiscal Year End Responsibilities

Prepare and balance T4 slips for FT Admin employees. Prepare manual T4A for dependent tuition benefits. Prepare manual T4A for vendors or honorariums not process by accounting. Prepare T2200 for employees with car allowance. Prepare and verify all salary accruals for PT, CE & Payrolls. Prepare special accruals related to salary continuance, severance, maternity/parental leaves. Assist Payroll Supervisor with accruals related to EPI, vacation and fringe benefit adjustments. Verify and post all other payroll accruals prepared by Payroll Officers or salary transfers prepared by the college community. Review credit balances and red lines after each year-end run. Take action to correct any misapplied values. Pull any supporting documents requested by college external auditors and answer queries as required. Assist Payroll Supervisor with the production of T4As related to vendor fees for services.

Other Responsibilities

In Payroll Supervisor's absence as a point of contact for any questions or issues that may arise. Maintain all payroll forms on Payroll Services MyMohawk intranet website. Maintain a "manual" of Payroll Specialist processes and procedures. Maintain confidential employee files. Provide leave coverage and back up for Payroll Officers as necessary. Maintain the forms and templates used by Payroll Officers to ensure efficiency of payroll processes. Order office supplies. Assist Payroll Supervisor with ad hoc requests and special projects as assigned.

What you'll bring to the role:

A minimum three-year diploma/degree with a specialization in accounting or human resources is required. Incumbent must be a member in good standing with the National Payroll Institute (NPI). To be compliant with the Acceptance of Payment Card Policy and PCI Requirements, this position is required to provide a Police Check prior to the commencement of employment. A PLP designation is required. In order to receive a PLP (Payroll Leadership Professional) one must be PCP designated - (Payroll Compliance Professional), which is captured above. 3 year plus professional designation. Five years of progressive and current payroll and benefits experience, within a large unionized environment is required. Experience with integrated outsourced payroll systems and payroll administration in unionized, multiple cost centers environment. Comprehensive knowledge and experience with federal/provincial payroll legislation and employment standards. Working knowledge of CAAT Pension, WSIB, EHT and Income Tax Act as it relates to statutory payroll withholdings and taxable benefits. A thorough and current understanding of year-end payroll processes. Strong computerized system knowledge, with experience in report writing and spreadsheets. Strong analytical aptitude with proven problem-solving abilities and the ability to present information clearly and concisely. Strong organizational skills to ensure work is completed on a timely basis with often competing deadlines. Strong experience in payroll accounting and fiscal year end activities to effectively analyze/evaluate unique and complex situations and reconciliations. Ability to multi-task and prioritize in a detail and deadline driven, fast-paced, high volume, rapidly changing environment and consistently achieve quality results. Able to maximize efficiencies, maintain operational standards and adhere to department policies and procedures. Possess high work ethic and the ability to exercise discretion when handling payroll details and confidential correspondence. Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility. The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer. Access to professional development opportunities. Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College. Discounted rate for full-service athletic facility and instructor-led classes. Opportunities to engage in wellness events and activities.

To find out more about working at Mohawk College, please visit:


https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk


We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.


The College is committed to fostering inclusive ad barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.


To learn more about Mohawk College's commitments, please visit the Mohawk College strategic plan webpage:


https://www.strategicplan.mohawkcollege.ca/