Payoll and Benefits Specialist

Department: Human Resources

Reports to: HR Manager

Employment type: Full-Time

Position Summary

The Payroll & Benefits Specialist works in partnership with the Human Resources team and department managers to deliver accurate, timely and confidential payroll and benefits services to employees. This role serves as a subject-matter resource for payroll and benefits administration, supports employees with inquiries, liaises with external providers and helps ensure compliance with applicable legislation, policies and procedures.

Key Responsibilities

• Manage the full-cycle payroll process for hourly and salaried employees in Canada and the United States.

• Process payroll accurately, efficiently and in accordance with established payroll schedules.

• Enter and maintain payroll information relating to enrolments, employee changes, bonuses, commissions, terminations and

new hires, following the appropriate approval processes.

• Ensure payroll practices comply with applicable privacy requirements and maintain the confidentiality and integrity of

employee information.

• Administer vacation time and vacation pay in accordance with statutory requirements and internal policies.

• Prepare payroll reports and supporting information required for month-end processes.

• Administer and maintain employee benefits programs in Canada and the United States.

• Respond to employee questions about benefits eligibility, coverage, plan options and related matters in a timely and

professional manner.

• Process benefits invoices, reconcile discrepancies with insurance providers, remit monthly premiums and maintain accurate

records of changes, premiums, claims and costs.

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Liaise with insurance carriers to resolve issues relating to dental, extended health and other benefit claims.

• Coordinate annual benefits enrolment activities for U.S. employees, including communicating plan changes and available

options during open enrolment periods.

• Maintain accurate employee benefits databases, files and records, updating information as required.

• Support new employee orientation and provide guidance on payroll and benefits processes.

• Complete year-end reconciliations and prepare applicable tax slips and forms, including T4s, T4As and W-2s.

• Produce monthly client billing statements and support employee communications and information meetings as needed.

• Maintain employee personnel files and general HR records, ensuring appropriate access, confidentiality and document

retention.

• Stay current on relevant payroll, tax, employment, privacy and benefits legislation and compliance requirements.

• Research and recommend best practices and process improvements to increase accuracy and operational efficiency.

• Provide administrative support to the HR team and participate in HR projects as required.

• Follow organizational policies, procedures and applicable occupational health and safety requirements, and perform other

reasonable duties as assigned.

Qualifications & Experience

• Completion of a college or university program in Finance, Payroll or a related field is preferred.

• CHRP or Certified Payroll Manager (CPM) designation in progress is an asset.

• At least four years of experience processing payroll using a third-party payroll system; experience with ADP is an asset.

• Strong working knowledge of employee benefits programs and benefits administration.

• General understanding of Canadian and U.S. payroll practices.

• Working knowledge of payroll, tax requirements and employment legislation in Ontario.

• Experience with third-party payroll systems, time and attendance software, and advanced Microsoft Excel.

Skills & Competencies

• Strong mathematical skills and a high level of accuracy and attention to detail.

• Ability to manage sensitive and confidential information with discretion.

• Excellent interpersonal, written and verbal communication skills in English.

• Strong customer service orientation and the ability to respond effectively to employee inquiries.

• Excellent organizational and time-management skills, with the ability to manage competing priorities.

• Ability to prepare routine reports and correspondence and communicate information clearly to employee groups.

• Strong problem-solving skills and a continuous-improvement mindset.

Work Environment & Travel

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• The role is based in a regular office environment.

• Occasional travel within Ontario and to the United States may be required. Candidates should have a valid passport or be

able to obtain one.