JOB SUMMARY
The Payroll Coordinator is responsible for supporting the accurate and timely administration of Bearspaw First Nation payroll. The position maintains payroll records, reviews employee time and attendance, processes payroll changes and adjustments, and provides payroll support to employees and managers while maintaining strict confidentiality.
JOB DESCRIPTION
The Payroll Coordinator supports the full payroll cycle and day-to-day payroll administration. The position works closely with the Payroll & Human Resources Director, Finance, managers, supervisors, and employees to ensure payroll information is complete, accurate, properly authorized, and processed within established deadlines.
DUTIES AND RESPONSIBILITIES
- Collect, review, and verify employee timesheets, schedules, attendance records, and manager approvals before payroll deadlines.
- Process bi-weekly payroll and assist with payroll reconciliation and verification prior to final submission.
- Maintain accurate employee payroll records, including banking information, tax forms, pay rates, allowances, deductions, department assignments, and employment changes.
- Review and process overtime, vacation, sick leave, bereavement leave, statutory holidays, leave without pay, and other approved time entries.
- Process approved payroll adjustments, retroactive payments, allowances, deductions, and off-cycle corrections as required.
- Monitor employee clock-ins, clock-outs, missing punches, and timesheet exceptions, and follow up with managers regarding outstanding approvals or discrepancies.
- Assist employees and managers with Dayforce payroll, timekeeping, and payroll-related questions.
- Prepare and maintain payroll reports, reconciliations, and supporting documentation for Finance and management.
- Assist with Records of Employment (ROEs) and other payroll reporting requirements.
- Coordinate payroll deductions and employer contributions related to benefits and pension programs.
- Support payroll audits by providing payroll records, reports, and supporting documentation as requested.
- Maintain organized and confidential electronic payroll files and ensure employee information is handled securely.
- Perform other payroll-related duties as assigned by the Payroll & Human Resources Director.
EDUCATION, SKILLS, AND QUALIFICATIONS:
- Diploma or certificate in Payroll Administration, Accounting, Business Administration, or a related field is preferred.
- Payroll Compliance Professional-(PCP) designation, or willingness to obtain it, is considered an asset.
- Previous payroll administration or payroll processing experience is preferred.
- Experience using Dayforce or another payroll/HRIS system is an asset.
- Strong understanding of payroll calculations, deductions, timekeeping, and payroll records.
- Strong attention to detail, accuracy, organization, and ability to meet strict payroll deadlines.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Strong communication, problem-solving, and customer service skills.
- Demonstrated ability to handle confidential and sensitive employee information with discretion.
EMPLOYMENT CONDITIONS:
- Successful completion of required pre-employment checks, as applicable.
- Must maintain confidentiality of payroll, employee, and organizational information at all times.
- Must be able to work within strict payroll deadlines and occasionally adjust working hours during payroll processing, audits, or other operational requirements.
- Must comply with Bearspaw First Nation policies, procedures, and applicable payroll requirements.