Payoll and Benefits Specialist

Department: Human Resources

Reports to: HR Manager

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.
• 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

• 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.