Payroll Specialist

Overview

The organization is seeking a detail-oriented and experienced Payroll & Benefits Specialist to support accurate and timely administration of payroll, employee benefits, and retirement savings programs across Canadian operations.

This role reports to the Manager, Payroll & Benefits and involves processing multi-provincial payrolls for both unionized and non-unionized employees. The Specialist will also support benefits and RRSP administration, complete payroll reconciliations and audits, and assist with year-end payroll activities and statutory reporting.

Responsibilities

Payroll Administration & Processing

• Process accurate and timely bi-weekly payrolls for employees across multiple Canadian provinces, including salaried, hourly, commissioned, unionized, and non-unionized employees.
• Administer payroll in accordance with applicable federal and provincial legislation, collective agreements, employment contracts, and company policies.
• Review and validate payroll inputs such as new hires, terminations, salary changes, bonuses, commissions, overtime, allowances, retroactive adjustments, and other compensation changes.
• Review and reconcile time and attendance information, earnings, deductions, and other payroll transactions to ensure accuracy.
• Conduct pre-payroll and post-payroll audits, identify discrepancies, and coordinate corrections before payroll finalization.
• Process statutory and voluntary deductions, including income taxes, CPP, EI, union dues, benefit premiums, RRSP contributions, garnishments, and other authorized deductions.
• Prepare and submit Records of Employment (ROEs), ensuring accuracy and compliance with Service Canada requirements.
• Process termination-related payments, including vacation payouts, statutory entitlements, and other approved termination payments.
• Respond to employee and management inquiries regarding payroll calculations, deductions, tax treatment, and payment discrepancies.
• Maintain accurate payroll records and supporting documentation in line with legislative requirements and company policies.

Benefits Administration

• Support administration of group benefits programs, including extended health care, dental, vision, life insurance, and other applicable benefits.
• Monitor employee benefits enrollment changes and terminations processed through Dayforce to ensure accurate and timely transmission to benefits providers.
• Conduct regular audits of benefits eligibility, coverage, enrollment information, and payroll deductions.
• Reconcile benefits premiums, payroll deductions, and provider invoices; identify and resolve discrepancies.
• Investigate and resolve benefits-related issues, including coverage discrepancies, missed deductions, eligibility concerns, and employee inquiries.
• Coordinate with benefits providers, HR, and Payroll to resolve outstanding administrative issues.
• Support benefits administration during leaves of absence, employment status changes, and terminations.
• Assist with annual benefits renewal activities, employee communications, and implementation of approved plan changes.
• Maintain accurate benefits records and support compliance with applicable plan provisions and company policies.

RRSP Administration

• Administer employee participation in the group RRSP program, including enrollments, contribution changes, and terminations.
• Coordinate RRSP onboarding and offboarding updates with the plan provider.
• Review and reconcile employee and employer RRSP contributions against payroll deductions and provider records.
• Investigate and resolve contribution discrepancies, missed deductions, and other RRSP-related issues.
• Respond to employee inquiries regarding RRSP eligibility, enrollment, contribution changes, and employer matching provisions.
• Maintain accurate records and support program administration in accordance with company policies and plan requirements.

Year-End Payroll & Statutory Reporting

• Support preparation, validation, and reconciliation of year-end payroll information, including T4 slips and T4 summaries.
• Review year-end taxable earnings, statutory deductions, taxable benefits, pension adjustments where applicable, and other required reporting information.
• Reconcile annual payroll registers, statutory remittances, and payroll reports to ensure accuracy and completeness.
• Assist with year-end adjustments, including taxable benefits, outstanding payroll corrections, and other required adjustments.
• Support preparation and distribution of employee tax slips within prescribed deadlines.
• Assist with year-end reporting requirements across applicable Canadian jurisdictions.
• Support annual payroll system updates, including tax tables, statutory deduction rates, contribution limits, and other legislated changes.
• Investigate and resolve year-end discrepancies, including employee inquiries regarding tax slips.
• Support payroll reporting and documentation required for internal audits, external audits, and regulatory reviews.

Payroll Reconciliations, Reporting & Compliance

• Perform regular reconciliations of payroll earnings, deductions, benefits premiums, RRSP contributions, and statutory remittances.
• Review payroll-related general ledger reports and assist Finance with identifying and resolving reconciliation discrepancies.
• Prepare payroll and benefits reports as required for Finance, HR, and management.
• Monitor payroll transactions for compliance with employment standards, taxation requirements, collective agreements, and company policies.
• Maintain appropriate documentation and audit trails to support payroll accuracy, compliance, and internal controls.
• Assist with government inquiries, payroll audits, and other compliance-related requests.
• Identify recurring payroll and benefits issues and recommend corrective actions.

Systems Administration & Continuous Improvement

• Maintain accurate employee payroll and benefits information within Dayforce.
• Monitor system-generated transactions and interfaces to ensure accurate processing of payroll and benefits information.
• Investigate system-related discrepancies and coordinate with HR, IT, Dayforce support, and external providers as required.
• Participate in system testing, upgrades, configuration changes, and process improvements.
• Maintain and update payroll and benefits procedures, documentation, and process guides.
• Identify opportunities to improve payroll accuracy, strengthen controls, reduce manual administration, and enhance the employee experience.
• Support special projects and other payroll and benefits initiatives as required.

Employee Support & Confidentiality

• Provide timely, professional, and accurate responses to employee inquiries regarding payroll, benefits, and RRSP programs.
• Work collaboratively with HR, Finance, branch leadership, and external providers to resolve issues.
• Maintain strict confidentiality of employee personal information, compensation records, benefits information, and other sensitive data.
• Deliver a high standard of internal customer service while balancing accuracy, compliance, and operational deadlines.

Requirements

• Payroll Compliance Professional (PCP) designation required, or substantially completed with a commitment to obtaining certification.
• Minimum 3 years of experience processing full-cycle Canadian payroll, preferably in a multi-provincial environment.
• Experience processing payroll for both unionized and non-unionized employees, including application of collective agreements.
• Strong knowledge of Canadian payroll legislation, statutory deductions, employment standards, and year-end reporting requirements.
• Experience preparing or supporting T4 processing, payroll reconciliations, and statutory reporting.
• Strong Microsoft Excel skills, including ability to analyze and reconcile payroll data.
• Excellent attention to detail, analytical skills, and problem-solving abilities.
• Strong organizational skills and ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Strong customer service orientation and ability to communicate effectively with employees and leaders at all levels.
• Ability to work independently while collaborating effectively with a broader team.
• High degree of discretion and confidentiality when handling sensitive employee information.
• Demonstrated commitment to process improvement, accuracy, and operational excellence.

Preferred Qualifications

• Experience with Dayforce.
• Previous experience administering employee benefits and group RRSP programs.

Compensation & Benefits

• This posting is for an existing opportunity; compensation details are not provided.

Location

• Remote