Payroll Specialist

Hours of Work: 20 hours per week, Monday to Friday with after hours/evening work as scheduled. This is a hybrid position. Minimum 1 days/bi-week on-site Reports to: Chief Financial and Operating Officer Salary range: $31.25 - $36.53 / hour The Payroll Specialist owns the end-to-end bi-weekly payroll and time-and-attendance cycle for approximately 120 union and non-union employees, ensuring every pay run, remittance, and year-end report is delivered accurately, compliantly, and reliably. The role optimizes ADP Workforce Now/eTime, administers HOOPP, reconciles Manulife premiums, WSIB and union remittances, and provides cross-organizational payroll and time guidance. The Payroll Specialist supports fiscal stewardship and enables us to deliver on our commitment to dignified, harm-reduction-oriented care for people living with and at risk of HIV. RESPONSIBILITIES: Payroll processing & compliance: * Deliver error-free, bi-weekly payroll, meeting all legislative, collective-agreement, and policy requirements. * Interpret collective agreements, ESA, and CRA rules to apply correct earning, deduction, and termination codes * Prepare ROEs, termination packages, retro/bonus/on-call/vacation payouts, and annual T4/T4A files; * Maintain internal controls and compliance of overall payroll process Time & Attendance System Management: * Configure and audit pay rules, schedulers, and accrual profiles within the HRIS * Coordinate and apply historical edits and retro payments * Review timesheets and maintain time/pay rules as applicable. Pension & Benefits Administration: * Manage HOOPP enrolments, terminations, and annual MDC reconciliation. * Coordinate benefit rate updates and other retroactive adjustments arising from plan policy changes. Stakeholder support, training, and continuous improvement: * Utilize all internal tools and defined processes to ensure optimal productivity, service excellence and make recommendations for best practices to employees * Conduct regular and ad-hoc reviews of payroll set up and processes to identify deficiencies within existing procedures and/or configuration; recommend and implement enhancements to drive productivity, efficiencies, service excellence and full payroll compliance. * Provide consultative advice to educate and advise employees and leaders on different payroll enquiries * Liaise with HRIS to test, implement, and document system fixes/enhancements. QUALIFICATIONS: Education & Experience: * Diploma or degree in Accounting, Finance * Payroll Compliance Practitioner (PCP) or equivalent; Certified Payroll Manager (CPM) an asset. *note – both certifications from the CPA* * 3-5 years’ end-to-end Canadian payroll experience, in a unionized healthcare or public-sector environment Technical Skills: * Familiarity with finance ERP (e.g., Financial Edge) * Advanced ADP WFN & eTime configuration an asset; * Competency with Microsoft Office, specifically Excel * Demonstrated ability to adhere to CRA, ESA, WSIB, and other legislative compliance standards * Experience and knowledge of working within a unionized environment (OPSEU, ONA, SEIU) * Experience and knowledge with Public Sector Pension Plan and/or Healthcare of Ontario Pension Plan policies, rules, and regulations. Additional competencies: * Effective communication, interpersonal, and time-management skills, able to self-prioritize work. * Detail-oriented with strong analytical skills, accuracy, and organization * Ability to translate complex payroll concepts into accessible language for non-experts. * High standards of ethics and confidentiality to handle sensitive information with discretion

Manage the end-to-end bi-weekly payroll and time-and-attendance cycle for approximately 120 union and non-union employees. Ensure compliance with legislative requirements, manage pension and benefit remittances, and provide payroll guidance to staff and leadership.

Requires a diploma or degree in Accounting or Finance and a Payroll Compliance Practitioner (PCP) certification. Candidates need 3-5 years of Canadian payroll experience, specifically within a unionized healthcare or public-sector environment.

Identified from the job description. Confirm important requirements above.

• Payroll Processing
• ADP Workforce Now
• ADP eTime
• Legislative Compliance
• Collective Agreement Interpretation
• Pension Administration
• Benefits Administration
• Financial Reconciliation
• Microsoft Excel
• Time and Attendance Management
• T4/T4A Reporting
• ROE Preparation

Minimum education

Bachelor’s degree

Minimum experience

2+ years