Payroll Analyst, Finance
Location: 2675 Queensview Drive, Ottawa, Ontario
Reports to: Director of Finance
Employment Status: Permanent, Full-time
Bargaining Unit Status: Excluded
Annual Salary: $72,862.40 - $87,547.20
Language requirement: English is essential. French is an asset
Bonafide occupational requirements (BFOR): None
Closing date: November 15th, 2026
Schedule: in office, Monday to Friday 8:30am to 4:30pm (40 hours per week)
Competition #: 26-128
Posted: Internally and Externally
Existing vacancy: yes
About us:
Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 400 caring professionals in a unionized environment in over 22 locations across Ottawa.
The Payroll Analyst ensures that all aspects of the payroll cycle for 450 + employees are processed in a timely and accurate manner and in accordance with the policies and directives established by the Board and within Generally Accepted Accounting Principles and government policies.
What you will do:
Processing of all bi-weekly payrolls for organization
- Full time, Part time are processed on different weeks
- Calculating pay and benefit entitlements, overtime and other payments
- Calculate and prepare pay entitlements, salary over-rides
- Oversee and monitor on-call payouts and on-call log
- Review processed payroll to ensure compliance with organizational policies and procedures, legislation and collective agreement
- Review coding, calculations and People and Culture documentation prior to payroll transmission
- Ensure that payroll changes are in accordance with program budgeting requirements
- Balance payroll and submit to 3rd party service for processing
- Prepare, oversee and monitor documentation and correspondence regarding garnishments
- Maintain procedures documentation for payroll and pension, with integration to People and Culture
- Provide support to the payroll administrator function for leave coverage
Maintain accurate employee payroll records
- Track new hires, terminations and changes
- Complete Records of Employment (ROEs) and annual T4s/T4As
- Verify payroll entries for staff when changing status (between FT and PT, and vice versa)
Reporting and Analysis:
- Reconcile payroll-related accounts on a monthly basis
- Responsible for submission of monthly reports, remittances and data transfers on a timely basis, including WSIB, EHT, CPP, EI, Pension, Union deductions, charitable donations, taxes
- Ensure the timely processing of journal entries for payroll into the accounting system
- Maintain payroll database through the import of files from payroll processing system
- Ensure that the payroll hours are correctly coded for full time equivalent (FTE) count
- Complete reporting to Pension Plan when required
- Prepare Pension Adjustment numbers for T4 reports (annually)
- Reconcile payroll for annual T4 reporting
- Reconcile WSIB, EHT and payroll deductions for annual reporting
- Review and prepare valuation of the leave balance reports for year-end audit
- Provide analysis and assistance as required
Communication:
- Respond to and resolve employee payroll inquiries
- Establish and implement payroll training for new hires, coordinators, managers and directors
- Payroll planning and coordination with People and Culture department
- Follows safe work practices as established by the organization and the Program
This opportunity may be right for you if you have:
Education
- Diploma or degree in accounting/ bookkeeping
- Canadian Payroll Association certification preferred
Experience
- Minimum 5 years of experience in a multi-location environment
- Proficient with ADP Workforce Now payroll system
- Experience with time and attendance systems is required
- Solid understanding of Canadian federal and provincial payroll regulations
- Experience with hourly and salaried payroll systems
- Experience with payroll in a unionized environment
- Understanding of and experience with supporting defined benefit pension plans
- Accounting knowledge sufficient to complete journal entries and payroll account reconciliations
- Detail oriented and ability to work to tight timelines
- Excellent organizational skills and the ability to multi-task
- Problem solving skills
- Strong communication and interpersonal skills and the ability to work well with employees and managers at various levels of the organization
- Ability to exercise tact and discretion in dealing with sensitive and confidential information
- Oral and Written fluency in English is essential; Oral fluency in French will be considered an asset.
Technical
- ADP Workforce Now - Advanced
- MS Excel – Advanced
- MS Word – Intermediate
- MS Outlook – Intermediate
- Sage 300 – Entry level
Additional Qualifications:
- Successful applicants will be required to provide a clear Criminal Record Check obtained within the past six (6) months, as a condition of employment with YSB.
What we offer:
- An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
- 15 days of annual vacation + 2 personal days;
- 100% YSB-paid group health benefits for eligible employees;
- A team where you get to be yourself everyday and where you have the freedom to innovate.
Disclaimer:
This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbents may be asked to perform other duties as required.
Join us!
If you think this vacancy is a good fit, we would love to hear from you. Please visit the career section of our website to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.
We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful. Please be advised that although ADP has embedded AI functions YSB does not use this AI function to make hiring decisions. All recruitment decisions including the screening of applications are made by our hiring team, who review each application with care and consideration. We value the individuality and potential of each applicant and strive to create an inclusive hiring experience. If you have any questions about our recruitment practices, we encourage you to reach out to our Talent Acquisition Coordinator.
At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.
All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered. Qualified candidates may be contacted at any time throughout the application window, upon the closing date.
