Payroll Specialist

The Role 

Reporting to the National Payroll Manager, the Payroll Specialist will play a critical role in developing and managing payroll for our rapidly growing workforce. The successful candidate will oversee the day-to-day operations and the delivery of timely, accurate and efficient delivery of standardized workflows, project management, payroll tax and account reconciliations, year-end reporting as well as supporting internal and external audits. 

The Payroll Specialist will be responsible for reviewing, implementing, and maintaining payroll systems, and procedures that support best practices and operational excellence. 

Responsibilities: 

Payroll Processing: 

• Act as subject matter expert on core Canadian payroll topics and taxation. 
• Provide day-to day management and oversight of efficient, accurate, and timely delivery of bi-weekly payroll processing for Canada, while ensuring operational and compliance commitments are met 
• Manage deliverables and performance of all payroll functions, including data inputs into payroll system, remittances of contributions, ROE submissions and verification of employment requests 
• Review and audit payroll batches before being committed in payroll system 
• Calculate and oversee payment of severance, maternity leave top-ups, salary continuance, and taxable benefits in accordance with company policies and government legislation 
• Clarify changes and reconcile discrepancies related to employee payments, and ensure the data integrity of remittance of benefit premiums 
• Review all payroll related journal entries and reconcile payroll register with General Ledger on a monthly basis 
• Troubleshoot and investigate payroll related issues and errors, providing corrective action (as needed) 

Process Improvements and Controls: 

• Provide leadership to streamline improvements and updates to payroll processes, that support business needs for payments and reporting 
• Establish, design, implement, and maintain payroll process documentation for all workflow and system procedures necessary to support internal processes, system processing and to support business continuity 
• Optimize payroll processing procedures for improvements and efficiencies, to ensure balance between capacity and deliverables 
• Establish and maintain protocols around master files supporting payroll inputs as backup for internal and external audits 
• Lead and participate in department projects and key initiatives to ensure quality and timely completion 
• Create workflows and provide guidance to managers on payroll processes, and practices for payment submissions 

Year End and Taxation: 

• Oversee timely registration of different tax accounts for new jurisdictions as needed 
• Manage and oversee year-end processing and reporting for T4, T2200s, taxable benefits, EHT, WCB, and other government reporting as required 
• Manage all month-end and year-end reporting processes, including the review and recording of payroll related journal entries, reconciliation of payroll related accounts, and all payroll related remittances and tax account reconciliations 

Systems: 

• Custodian for the payroll system, and all earning and deduction code setup and reporting 
• Investigate and implement automated solutions for payroll processing needs related to payments 
• Provide information on payroll results through creation of custom reports required for corporate decision making, and audit needs 
• Lead future implementation of payroll software and integration with external systems 
• Partner with Human Resources and third-party vendors to automate receipt and transmission of contribution and remittance reporting 
• Work closely with Finance, Security and Human Resources to develop and improve controls around payroll processing, secure data validation, and system interfaces 

Reporting, Accounting, and Audits: 

• Support payroll team and Finance with balance sheet reconciliations, reviews, and monthly analysis 
• Ensure compliance with all related federal and provincial legislation, corporate policies as they relate to administration of payroll, including salaries, commissions, bonuses, termination payments, and other special payments 
• Maintain detailed records and documentation of payroll functions and processes for audit purposes for compliance with internal controls and audit 
• Participate and support internal and external audits, as well as audits related to WCB, EHT, and other applicable government agencies throughout the year 
• Perform audits on system information including employee changes, benefit and contribution limits, remittances to third parties as required 
• Resolve payroll taxation and payment issues by researching policies and procedures 

Background, Experience and Qualifications 

• Post secondary education or equivalent experience 
• Significant experience in Canadian payroll practices, and related legislation 
• CPA/CPM designation 
• The ability to lead change management processes and have strong planning, organizational and problem-solving skills to anticipate and manage issues proactively. 
• Demonstrated experience in improvement payroll processes and business efficiencies. You possess a continuous improvement mindset and are process oriented. You work to deliver solutions that meet the needs of a fast-paced growing company. 
• Direct experience with Ceridian Dayforce software is considered an asset 
• Experience with projects and system implementations and enhancements is an asset 
• Advanced Excel skills, strong systems experience with an ability to quickly pickup new programs and processes. 
• Service-oriented with strong communication skills 
• Highly organized, work well under pressure, with excellent analytical and strong problem solving skills 
• Must be able to handle confidential information in a discreet and professional manner 
• Comfortable working in a pet-friendly environment, when visiting the office 

Our Ideal Candidate possesses the following cultural competencies:

We are Relationship Focused! 

In every interaction with the hospitals, we build and maintain personal connections and trust. All relationships matter regardless of different levels, functions, cultures or geography. 

We Collaborate! 

Different perspectives are encouraged as we look for the best way to do things. We collaborate with the hospitals and one another to ensure that all work is in the best interest of the hospital and takes into account the unique needs of each location. We are externally focused on our hospitals rather than only internally focused on our processes. 

We Speak the Truth! 

We are honest and transparent. We can question or challenge without fear of negative repercussions. We support one another and take responsibility for ourselves. 

We are Humble! 

We’re all in this together. There is no room for ego or hierarchy mentality here. We are unpretentious and approachable. We support and appreciate one another. We regularly seek feedback without defensiveness. We reflect on our activities and the impact we have on others. 

We Take Care of the Rest! 

We view everything we do through the lens of the hospitals. We seek to understand first. Every decision we make is based on impact to patient care, client service, and hospitals teams. We do what’s best for the hospitals not just Home Office.