Job Description

Position Overview


The Payroll Specialist is a key administrative role responsible for the precise management of employee data across the full employment lifecycle. This position plays a critical part in ensuring the accurate and timely payment of all staff, and the effective distribution of departmental human capital to meet operational needs and Union agreements. This position is also intended to assist with the administrative tasks of onboarding new hires and processing the necessary paperwork for offboarding. This role requires a high degree of accuracy and a solid understanding of both scheduling and payroll processes, along with relevant legislation, to ensure operational efficiency and data integrity.


Key Responsibilities

Payroll Processing:

Accurately preparing, calculating, and processing payroll, which includes verifying timesheets, calculating wages, and ensuring all deductions are correct.

Scheduling:

Creating and maintaining employee work schedules, advising and allocating time-off requests, and resolving scheduling conflicts to ensure adequate coverage.

Onboarding & Offboarding:

Assisting with the administrative tasks related to bringing new employees onboard and processing the necessary documentation for departing employees.

Compliance & Record-Keeping:

Ensuring that all scheduling and payroll processes adhere to relevant labour laws, company policies, and Collective Agreements, while maintaining meticulous, organized records of employee data. Comply with agency requests regarding HOOPP, WSIB, EHT, and CRA. Complete all of the year end reporting. Submit and distribute T4s, address PIER reports, complete the HOOPP member data collection and calculate pension adjustments.

Employee Relations:

Serving as a primary point of contact for employees regarding inquiries about their schedule and pay and providing timely and clear communication.

Data Analysis and Reporting:

Monitoring and analyzing payroll and scheduling data to identify potential compliance risks (i.e, missed breaks, excessive overtime, absenteeism) and reporting critical trends or discrepancies, and completing data reports for the Ministry.

Other Duties as Required

Core Competencies

Technical Skills and Knowledge:

Financial Acumen:

A solid understanding of basic accounting principles and the payroll cycle. A general knowledge of the comprehensive financial cycle is essential.

Software Proficiency:

Competence and efficiency using workforce software (i.e, ADP, StaffScheduleCare), and advanced abilities with the Microsoft 365 suite.

Legislative Knowledge:

Detailed understanding of relevant labour law and payroll best practice in Ontario, Canada, and a general knowledge of Long-Term Care legislation.

Personal and Interpersonal Skills:

Attention to Detail:

Meticulousness in reviewing documentation, maintaining consistent/accurate files, and reconciling numbers to ensure accuracy. Intense attention to deviated figures, which may signal discrepancies.

Communication Skills:

The ability to communicate clearly and professionally verbally, in writing, and through digital mediums to all relevant stakeholders.

Problem-Solving:

The capacity to identify and resolve discrepancies, complex capital allocation, payment issues, and other workplace challenges professionally, efficiently, and effectively.

Time Management:

The ability to prioritize tasks, flex working hours, and meet deadlines in a fast-paced environment, with limited supervision.

Organizational Alignment:

Dependability:

A strong work ethic and a sense of professional responsibility for completing tasks on time, accurately, and under varying workload conditions.

Ethical Conduct:

Upholding a high level of integrity, confidentiality, and reasonableness while handling financial and personal information.

Qualifications

3-5 years' experience in a Payroll/Scheduling type position is preferred. 2+ years' experience working with a unionized workforce is preferred. A PCP designation from an accredited institute (i.e. NPI) is preferred. A degree in accounting or human resources will be given consideration in lieu. A valid 2-Step Tuberculosis Test is required upon hire. A clear Vulnerable-Sector Check is required upon hire. * Must pass a technology aptitude test.