Payroll Specialist at Casey House

Hours of Work: 20 hours per week, Monday to Friday with after hours/evening work as scheduled. This is a hybrid position. Minimum 1 days/bi-week on-site

Reports to: Chief Financial and Operating Officer

Salary range: $31.25 - $36.53 / hour

The Payroll Specialist owns the end-to-end bi-weekly payroll and time-and-attendance cycle for approximately 120 union and non-union employees, ensuring every pay run, remittance, and year-end report is delivered accurately, compliantly, and reliably. The role optimizes ADP Workforce Now/eTime, administers HOOPP, reconciles Manulife premiums, WSIB and union remittances, and provides cross-organizational payroll and time guidance. The Payroll Specialist supports fiscal stewardship and enables us to deliver on our commitment to dignified, harm-reduction-oriented care for people living with and at risk of HIV.

Payroll processing & compliance

• Deliver error-free, bi-weekly payroll, meeting all legislative, collective-agreement, and policy requirements.

• Interpret collective agreements, ESA, and CRA rules to apply correct earning, deduction, and termination codes

• Prepare ROEs, termination packages, retro/bonus/on-call/vacation payouts, and annual T4/T4A files;

• Maintain internal controls and compliance of overall payroll process

Time & Attendance System Management

• Configure and audit pay rules, schedulers, and accrual profiles within the HRIS

• Coordinate and apply historical edits and retro payments

• Review timesheets and maintain time/pay rules as applicable.

Pension & Benefits Administration

• Manage HOOPP enrolments, terminations, and annual MDC reconciliation.

• Coordinate benefit rate updates and other retroactive adjustments arising from plan policy changes.

Stakeholder support, training, and continuous improvement

• Utilize all internal tools and defined processes to ensure optimal productivity, service excellence and make recommendations for best practices to employees

• Conduct regular and ad-hoc reviews of payroll set up and processes to identify deficiencies within existing procedures and/or configuration; recommend and implement enhancements to drive productivity, efficiencies, service excellence and full payroll compliance.

• Provide consultative advice to educate and advise employees and leaders on different payroll enquiries

• Liaise with HRIS to test, implement, and document system fixes/enhancements.

Education & Experience

• Diploma or degree in Accounting, Finance

• Payroll Compliance Practitioner (PCP) or equivalent; Certified Payroll Manager (CPM) an asset. *note – both certifications from the CPA*

• 3-5 years’ end-to-end Canadian payroll experience, in a unionized healthcare or public-sector environment

Technical Skills

• Familiarity with finance ERP (e.g., Financial Edge)

• Advanced ADP WFN & eTime configuration an asset;

• Competency with Microsoft Office, specifically Excel

• Demonstrated ability to adhere to CRA, ESA, WSIB, and other legislative compliance standards

• Experience and knowledge of working within a unionized environment (OPSEU, ONA, SEIU)

• Experience and knowledge with Public Sector Pension Plan and/or Healthcare of Ontario Pension Plan policies, rules, and regulations.

Additional competencies

• Effective communication, interpersonal, and time-management skills, able to self-prioritize work.

• Detail-oriented with strong analytical skills, accuracy, and organization

• Ability to translate complex payroll concepts into accessible language for non-experts.

• High standards of ethics and confidentiality to handle sensitive information with discretion