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Payroll Specialist Job Description: Top Duties and Requirements
A Payroll Specialist, or Payroll Coordinator, is someone who helps a Payroll Manager to ensure that all employees within an organization are paid on time and correctly. A Payroll Specialist’s main responsibilities include processing monthly and annual bonuses, processing payroll for hourly and salaried employees, and generating invoices.
When writing a job description for a Payroll Specialist, it’s important to specify the role’s main functions. Some of the most important duties and responsibilities required by a Payroll Specialist include:
Assembling reports of company earnings, taxes, deductions, leave, disability payments, and non-taxable wages
Preparing year-end employee tax slips or forms, and submitting government filings to meet deadlines
Maintaining confidential information by adhering to legal and ethical standards
Working with cross-functional stakeholders to ensure benefits and payroll services are delivered
Monitoring and analyzing expenses against the payroll budget to help prepare cost forecasts and budgets
Ensuring databases are set up and reflect the current employee base, including salaries, hourly wages, benefits, and pension percentages
Type of Employment: Full-Time, permanent, 5-days a week; and some additional hours which may include Saturdays, depending on workload and priorities.
Job Description:
Processing and reconciling of bi-weekly payrolls, government remittances and employee deductions including deductions under the SAWP and LMIA programs.
Responsible for the accurate reporting of General Ledger entries for payroll accounts and balancing payroll accounts within the accounting software along with Bookkeepers for each Farm.
Review Priva files for accuracies and resolve discrepancies
Track and enter sick calls, request for time off requests and vacation pay requests
Complete EI, CPP and WSIB remittances for each payroll. Assist bookkeepers in resolving discrepancies.
Prepare manual cheques for arrival and departure of migrant workers, advances, loans and vacation payouts.
Complete ROE�s for all required employees
Reconcile payroll deductions
Complete year end reporting requirements including the preparation of T4's
Prepare information for audits (CRA, social responsibility, Service Canada)
Assist with employee payroll inquiries and resolve discrepancies
Assist with entering new employees profile information
Maintaining employee files and HR filing system
Act as back-up in regards to H.R. duties
Report to work on time and as scheduled.
Job Type: Full-time
Salary: From $18.00 per hour
Benefits:
Dental care
Paid time off
Tuition reimbursement Schedule:
Monday to Friday
Weekends as needed
Ability to commute/relocate:
Mississauga, ON L4Z 2E2: reliably commute or plan to relocate before starting work (required)
Experience:
Payroll: 1 year (preferred)
Work Location: In start date: 2023-09-04
Example 2
The Opportunity:
The Payroll Specialist is responsible for ensuring that all employees are paid in accordance with Carefor�s bi-weekly payroll schedule and in accordance with the terms & conditions of employment as prescribed by Collective Agreements, Carefor policy, employment contracts, and legislative requirements. Primary tasks include entering and verifying payroll data, processing employee payments, preparing T2200 and ROEs, gather data for the preparation of the annual pension reconciliations, adjustments, and T4�s, monthly and annual payroll reconciliations, and payroll remittances.
Key Responsibilities:
Complete bi-weekly payroll processing ensuring all employees receive applicable wages and benefits; make any adjustments as required
Enter and verify employee time records, vacation, leaves of absence, retroactive payments
Work in liaison with Human Resources and other departments to administer group benefits within Quadrant including pension, employee benefit coverage, and ensure pay records are accurate and up to date
Prepare all government remittances as required by law within the timeframes required and reconcile payroll records to monthly statements
Monthly reconciliation of payroll accounts to the general ledger
Maintain up to date knowledge of payroll legislation, policies, and procedures
Respond to inquiries regarding pay and benefits and maintains record of inquiries, complaints, and resolutions
Complete, store, and maintain all payroll records and information according to governing legislation and for audit purposes
Issue ad hoc, monthly, quarterly, and annual reports
Complete terminations and Record of Employment as required.
Prepares year-end reconciliations and reports. Prepare T2200 for eligible employees.
Provide support and back-up for the payroll clerk
Other payroll duties and projects as assigned
Qualifications include:
Payroll Compliance Practitioner (PCP) designation is mandatory; Certified Payroll Manager (CPM) designation is an asset
Post-secondary degree/diploma in a business administration/payroll program
Minimum of 5 years� payroll experience with at least two years in a complex payroll environment with multiple unions.
Advanced proficiency with payroll programs; experience with Quadrant HRIS an asset
Proficiency in Microsoft Excel
In depth knowledge of Ontario Employment Standards and other applicable legislation
Ability to handle confidential information and work under pressure with tight deadlines
Experience in problem solving, analytical thinking, and prioritization of tasks
Effectively communicate both verbally and in writing; bilingualism is considered an asset
What we offer you:
Defined Pension Plan with the Healthcare of Ontarion Pension Plan (HOOPP)
Annualized Paid Vacation
Extended Health and Dental Care Benefits
Float Holidays
Professional Development Opportunities
Carefor will only provide employment to those who can provide proof of being fully vaccinated against COVID-19, subject to Human Rights exemption.
Carefor values equity, diversity and inclusion in all its forms and recruits qualified individuals at all occupational levels that reflect the diversity of our clients and our community. We are committed to providing inclusive, barrier-free recruitment and selection processes and a work environment that supports our diverse workforce. If you require accommodations at any stage of the recruitment process, please let your recruiter know when contacted. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.
#INHP
Job Types: Full-time, Permanent
Salary: $49,491.00-$54,775.50 per year
Benefits:
Company pension
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
Paid time off
Wellness program Flexible Language Requirement:
French not required Schedule:
8 hour shift
Day shift
Ability to commute/relocate:
Ottawa, ON: reliably commute or plan to relocate before starting work (required)
Experience:
Payroll: 5 years (required)
Licence/Certification:
Payroll Compliance Practitioner (PCP) designation Location: Hybrid remote in Ottawa, ON
Example 3
Columbia International College (CIC) is the largest private boarding school in Canada. As a boarding school, students live, study, play and learn while staying in one of our residences. We are currently looking for a Payroll Specialist to join us in the delivery of our Total Care Education System�.
As an active member of the Human Resources Department, this position is responsible for the portfolio of administering, processing and submitting semi-monthly payroll and benefits, and other HR projects as assigned. This role delivers positive and timely internal customer service to our employees. The Payroll Specialist reports to the HR Manager.
Payroll functional skills, competence and professional designations are basic requirements to adequately fulfill the job requirements for this role, however, the organizational and team fit are essential to be successful.
We are looking for a team member who meets the professional qualifications but more importantly who shares our beliefs and who wants to contribute to our HR team.
The successful candidate will have strong initiative, and a positive attitude and understand that teamwork is essential and will strive to contribute.
Overview of Responsibilities:
Payroll:
Administer and manage the organization�s payroll processing for hourly and salary employees of bi-weekly and semi-monthly pay frequencies, through ADP WFN, and Ceridian, while ensuring compliance with current government legislation
Perform extensive reviews and audits of all Payroll inputs and outputs to identify payroll issues/discrepancies to ensure compliance and accuracy. This may include but is not limited to wage changes, retroactive adjustment, deductions, incorrect/missing authorizations or timecards, retroactive pay, garnishments, termination pay, etc. Perform calculations for items including but not limited to payroll deductions and remittances
Create a profile for new employees; assign time off policies, tax withholdings, direct deposit, RRSP/DPSP, benefits, and deductions. Update/amend information in the employee�s profile.
Respond to all payroll inquiries from employees, management, and external government agencies
Prepare, customize and provides various reports of payroll, benefits and deductions
Administer Employee Benefits, RRSP/DPSP program
Submit weekly, monthly, and year-end employee and Government filling such as T4's, Pier, and EHT).
Prepare and submit a Record of Employment (ROE) after each payroll
Reconcile and submit monthly remittances and reports
Process termination, temporary layoffs, sick leave, maternity leave. Determine Lieu of notice and severance pay
Validate the correct RRSP and DPSP contributions. Remit the total amount to the financial service provider. Quarterly reconciliation with the group statement report
Conciliate T4s with payroll reports at year-end. Determine the correct calculation of CPP and EI at year-end. Validate the deficiency report and make the year-end adjustments. Annual conciliation of PIER listing and EHT tax annual return. Participate in the development of budgets and forecast
Prepare the GL report by departments, vacation and wages accrual for the accounting department
Resolve complex problems within the area. Investigate payroll discrepancies, reconcile and make corrections
Liaise with HR on employment contracts, remuneration, enrolment on benefits, orientation, LTD claims, letter of employment, and implementation of new policies, programs and other relevant matters.
Train and coordinate with managers to ensure accurate submission of hours
Set up and administers employee benefits
Ensure that benefit costs are tracked appropriately
Collaboratively and proactively supports the HR team in an array of initiatives and projects as required
Actively participates in recruitment, training, employee inquiries, event planning, benefits information and other HR functional areas as required
Specific Job Skills:
Post-secondary degree/diploma in Human Resources or related field
Payroll Compliance Practitioner (PCP) designation is preferred
A certified Payroll Manager (CPM) would be an asset
Possess 3-5 years of full-cycle payroll administration experience for
300 employees are required
Excellent organizational, time management and decision-making skills to effectively manage deadlines and changing priorities;
Fluently can multi-task between competing priorities and can handle a large workload within tight deadlines
Strong, positive communication skills (written and verbal)
Proficient with ADP Workforce Now system
Advanced Microsoft Office application skills and extensive working knowledge of Excel (including basic formulas � Vlookup, pivot table, IF functions, etc.) and experience with reporting tools
Experience in HR functions is a desired asset: recruitment, administration, training and compliance
Demonstrated analytical, problem-solving, and project management skills
Able to identify and respect confidential information
Columbia International College is committed to workplace diversity and provides accommodations, whenever possible, to applicants with disabilities throughout our hiring process. If you require accommodation, please contact the Human Resources Department at [phone number].
Job Type: Full-time
Benefits:
Dental care
Extended health care
Life insurance
On-site parking
RRSP hour shift
Example 4
If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the Ainsworth team today!
Job Summary:
The payroll specialist is responsible for all aspects of preparation and processing of weekly payrolls. Responsible for completion of all related payroll administration activities including, but not limited to, employee set-up and termination, preparation of Records of Employment, generation and timely submission of monthly Union Health and Welfare reports and remittances. Responds to management requests and queries regarding payroll information and generates appropriate reports.
Key Responsibilities:
Prepares and inputs weekly payroll information ensuring data accuracy & integrity.
Reviews the accuracy of the time & pay and payroll registers to ensure employees are paid correctly and time is charged to the correct job numbers.
Calculates special adjustments, vacation payments, commissions and off cycle pays.
Ensures legislative compliance and adherence to CPA guidelines.
Prepares and submits all government remittances according to legislative requirements.
Ensures that employees are paid in accordance with their respective union collective agreement (if applicable).
Responsible for terminating employees in the payroll system and subsequent preparation of Records of Employment.
Prepares earning information as required.
Manages the banked time program for hourly employees.
Supports internal & external audits.
Adhere to all company policies and procedures
Perform all job functions in a safe and healthful manner, abiding by and in accordance with all applicable Health, Safety and Environmental company policies and government legislation/regulations
Adhere to the Company�s Quality System operating procedures
Perform other duties as assigned by Management
Qualifications:
5 years� experience working with a full-cycled payroll, in a unionized environment.
While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.
Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us�. Make a difference.
Job Type: Full-time
Benefits:
Dental care
Employee assistance program
Paid time off
Vision care Schedule:
8 hour shift Supplemental pay pay
Work Location: One location
Example 5
Toyotetsu Canada Inc. (TTCA) is a Tier 1 Automotive Parts Supplier to Toyota Manufacturing Facilities located in the heart of Norfolk County. We utilize state of the art technology to ensure our automotive parts are assembled with a high degree of quality.
Toyotetsu Canada Inc. is an equal opportunity employer, and we value diversity at our company. We do not discriminate on the basis of race, religion, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Accommodations are available upon request for all aspects of the recruitment and selection process.
TTCA has an opening for a Specialist in our Payroll Teamas we continue to grow. This position reports directly to the Assistant Manager, Payroll.
Responsibilities include, but not limited to:
Prepare and process biweekly payroll accurately and on time
Process all payments, deductions, remittances accurately and on time
Ensure compliance with provincial ESA and CRA regulation and other legal requirements
Maintain accurate and current employee records, ensuring appropriate data integrity
Respond in a timely manner to payroll related questions and assist with resolution to issues
Proactively identify potential issues concerning payroll processes, errors, systems and propose solutions
Calculate manual payments when required
Assist with the preparation and execution of year end cycle including T4s
Handle sensitive issues in a professional timely manner
Continually strive to find efficiencies in the payroll process
Key skills and Characteristics:
High level of confidentiality and protection of sensitive data
Effective communication skills (listening, writing, reading)
Ability to multi-task and manage competing priorities to meet deadlines
Critical Thinking/Problem Solving (strategize and use judgement to make decisions and solve problems, consulting appropriate authority when necessary)
Education/Experience:
Diploma/Degree in Business Administration, HR or another relevant field
2+ years of payroll related experience
Manufacturing experience is an asset
Certified Payroll Practitioner (PCP) certification or working towards is an asset
Mid to advance knowledge of excel (vlookup and pivot tables)
HRIS experience (ADP Workforce Now is an asset)
Pay will be based on experience and qualifications.
Our company subscribes to the operating philosophy of continuous growth and improvement, providing the best quality, value and service to our customers, encouraging mutual trust and respect through teamwork and focus on safety, our environment and our community.
Job Type: Full-time
Job Types: Full-time, Permanent
Flexible language requirement:
French not required Schedule:
8 hour shift
Overtime
Ability to commute/relocate:
Brantford, ON: reliably commute or plan to relocate before starting work 1 year (required)
Example 6
WHO WE ARE
Altrad is a world leader in providing industrial services, generating high-added-value solutions principally for the Oil & Gas, Energy, Power Generation, Process, Environment and Construction sectors. The Group is also a recognized leader in manufacturing equipment dedicated to the Construction and Building market. Altrad's multidisciplinary services range from engineering and technical services to maintenance, access solutions and specialized services for industry leaders. Headquartered in France, the Group employs around 40,000 people.
ROLE
Reporting to the Commercial Manager, the Payroll and Benefits Specialist will be responsible for full cycle company payroll and benefits processing including responsible to ensure the prompt and accurate processing of payroll information and payments to employees, independent contractors, government agencies and benefit carriers in accordance with WCB / WorkSafe BC policies and legislated employment regulations.
This position will act as the primary contact regarding all payroll and benefits administration activities, issues, and inquiries.
KEY Responsibilities
Process weekly, bi-weekly and monthly payroll for hourly, salaried and expatriate employees.
Review and import hours from time and attendance documentation, entering tax and direct deposit information, administering regulatory requirements, e.g., garnishments, tax levies, and support orders, and other adjustments to pay as necessary.
Responsible for core payroll activities including journal entries, general ledger, reconciliations, and accounting integration.
Implement and maintain payroll best practices to improve efficiency and consult with human resources team to improve payroll benefits processes.
Evaluate and implement payroll / benefits systems upgrades and changes.
Prepare scheduled and ad-hoc reports pertaining to payroll, benefits, and human resources requirements.
Respond to all payroll and benefit inquiries in a timely manner.
Maintain employee and independent contractor records on the payroll system.
Administer all employee benefit programs including enrollments and terminations.
Coordinates and conduct the new employee on boarding process and presents benefits presentations to ensure employees gain an understanding of benefit plans and enrollment provisions.
Fulfill all governmental regulatory mandates and ensures filings are performed as required.
Ensure all enrollments are accurate and that dependent information is correct for each employee and work closely with accounting for payroll submissions, internal and external audits.
Respond to benefit inquiries to ensure timely and accurate resolutions.
Maintains contact with employees and beneficiaries to facilitate proper and complete utilization of benefits for all employees.
Process billing/invoicing from providers.
Review provider invoices for accuracy and submit for payment approval in a timely manner.
Resolve discrepancies with benefit provider, third party service providers and payroll.
Coordinate with third party administrator to manage benefit claims according to the plan.
Education AND Professional Certification
Diploma in Business, Human Resources or relevant field.
A combination of education and experience will be considered.
Experience AND Skills
At least 3 to 5 years of experience administering payroll, HRIS and benefits processes required.
Strong understanding of knowledge payroll practices, procedures benefits administration, and Federal / Provincial legislative compliance.
Experience with ADP Workforce Now is a definite asset.
Must have strong knowledge of a variety of computer software applications including payroll, benefits, time & attendance, and self-service systems.
Must have a high level of interpersonal skills to handle sensitive and confidential situations.
In-depth analytical skills and ability to create useful and actionable reports from data.
Possess strong written and verbal communications skills.
Possess strong organization skills and ability to complete multiple tasks and high volume of work on deadline.
Strong attention to detail and ability to edit and proofread.
Possess a creative outlook with a problem-solving attitude.
Excellent time management, and follow-through skills.
Ability to respond quickly and accurately to requests for data, ability to provide excellent customer service a must.
Proficient in Microsoft Office applications.
Altrad Services Ltd is an equal opportunity employer and we thank all applicants for their interest. However, only shortlisted applicants will be contacted for an interview.
Job Types: Full-time, Fixed term contract Contract length: 24 months
Benefits:
Dental care
Extended health care
On-site gym
On-site parking Flexible language requirement:
French not required Schedule:
8 hour shift
COVID-19 considerations: As per provincial requirements.
Ability to commute/relocate:
Calgary, AB: reliably commute or plan to relocate before starting work (required)
Experience:
Payroll: 5 years (preferred)
ADP Workforce Now: 3 years (preferred)
Language:
English (required)
Licence/Certification:
Payroll Compliance Practioner (preferred)
Certified Payroll Manager (preferred)
Shift availability:
Day Shift deadline: 2022-07-08
Hey there! While you’re here, why don’t you post your job to Indeed!
A Payroll Specialist is mainly responsible for ensuring the payroll system runs smoothly and employees are paid the correct amount of money on time. They also ensure all regulatory and legislative compliance procedures related to payroll are performed correctly and accurately. In some cases, a Payroll Specialist may also communicate with employees to answer any questions they might have and resolve any issues through the telephone or by email. A Payroll Specialist may also need to notify employees of any issues with payments.
Payroll Specialist skills and qualifications
A successful Payroll Specialist candidate will have various prerequisite skills and qualifications required, including:
Excellent knowledge of finances including accounting principles and practices
Strong written and verbal communication skills
Ability to manage multiple projects or assignments at one time and ability to multi-task
Thorough research and problem-solving skills
Expert at meeting deadlines while maintaining compliance and regulatory standards
Capable of providing a balanced and common-sense approach to routine and complex issues
Excel at working well while under pressure
Payroll Specialist experience requirements
Payroll Specialist candidates should have at least two years of payroll administration experience within a Canadian payroll system. Ideal Payroll Specialist candidates will also have experience in a similar industry to your organization.
Payroll Specialist education and training requirements
A candidate with a Bachelor’s degree in business, accounting, or a related field should be preferred for the position. An ideal candidate may also hold a four-year college diploma in a similar field. All candidates should possess a Certified Payroll Manager (CPM) designation and be up-to-date with all regulatory procedures.
Payroll Specialist salary expectations
According to Indeed Salaries, the average salary for a Payroll Specialist in Canada is $52,712 per year. The salary can vary depending on many factors including experience, location, or the company that is hiring.
Job description samples for similar positions
If a Payroll Specialist position job description sample isn’t quite what you are looking for, other related job description samples include:
What should you look for in a Payroll Specialist's resume?
A good Payroll Specialist needs to have excellent attention to detail and be thorough in their work. They also need to be able to analyze, prioritize, and work through all kinds of payroll administration problems that may appear on the job. This requires them to be good problem-solvers. They must also have an excellent understanding of the payroll system they’re working with. Additionally, a good Payroll Specialist can handle multiple tight deadlines while meeting regulatory requirements and without sacrificing accuracy.
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