Payroll and Benefits Specialist

As a trusted steward of highly sensitive employee information, the Payroll & Benefits Specialist exercises sound judgment, exceptional attention to detail, and a People First mindset in every interaction. The role partners closely with People Operations, HR Business Partners, Finance, and external vendors to uphold strong controls, maintain data integrity, and deliver a reliable, respectful, and positive employee experience. 

Key Responsibilities 

Payroll Processing & Administration:

• Process end-to-end Canadian payroll on a bi-weekly basis for hourly and salaried employees. 
• Calculate and process regular earnings, bonuses, commissions, retroactive pay, statutory deductions, and other payroll adjustments. 
• Compile, review, and validate payroll inputs, including vacation pay, leaves of absence, garnishments, and statutory deductions. 
• Ensure payroll data accuracy, completeness, and compliance prior to payroll submission. 
• Maintain and update payroll records for new hires, terminations, and employee status changes. 
• Reconcile and validate statutory remittances (CPP, EI, income tax) to ensure compliance with CRA requirements. 
• Reconcile employer payroll obligations, including EHT and WSIB, ensuring accurate reporting and remittance. 
• Issue Records of Employment (ROEs) and support year-end processing, including preparation and reconciliation of T4s and RL-1s (where applicable). 
• Respond to employee and manager payroll inquiries in a timely, professional, and service-oriented manner. 

Benefits Administration:

• Administer employee benefits programs, including health, dental, vision, disability, and retirement (RRSP/DPSP). 
• Manage benefit enrollments, changes, and terminations in coordination with vendors and carriers. 
• Maintain accurate benefits records and ensure deductions are correctly reflected in payroll. 
• Reconcile monthly benefits and insurance invoices and investigate discrepancies. 
• Act as a primary point of contact for employee questions related to benefits eligibility, enrollment, and coverage. 
• Support onboarding by guiding new hires through payroll and benefits enrollment. 

Compliance, Reporting & Reconciliations:

• Ensure compliance with all applicable federal and provincial payroll legislation and employment standards. 
• Stay current on changes to Canadian payroll legislation and regulatory requirements. 
• Prepare payroll and benefits reports for internal stakeholders, audits, and reviews. 
• Support internal and external payroll or benefits audits, including documentation and controls testing. 
• Partner with Finance on payroll and benefits reconciliations and general ledger support. 

Systems, Change Management & Cross-Functional Collaboration:

• Maintain accurate employee payroll and benefits data within HRIS and payroll systems (ADP Workforce Now preferred; system of record). 
• Coordinate with external vendors, insurers, and financial institutions regarding payroll and benefits updates. 
• Partner with HRBPs to ensure payroll-impacting data is accurate, approved, and properly documented. 
• Identify opportunities for process improvement and support system enhancements or upgrades. 
• Participate in onboarding and orientation sessions to support new hires. 

Change Management: 

• Support payroll and benefit changes resulting from system enhancements, policy updates, legislative changes, benefit renewals, or organizational growth. 
• Partner with People Operations, Finance, and vendors to ensure changes are implemented accurately and with minimal disruption. 
• Translate payroll and benefits changes into clear, employee-focused communications. 
• Participate in testing, validation, and post-implementation reconciliation activities. 

Required Qualifications

Education & Experience:

• Post-secondary education in Accounting, Finance, Human Resources, or a related field. 
• 3–5 years of Canadian payroll and benefits administration experience, preferably in a multi-provincial or fast-paced environment. 

Certifications:

• PCP (Payroll Compliance Practitioner) designation from the National Payroll Institute is preferred. 

Technical & Professional Skills:

• Strong working knowledge of Canadian payroll legislation, CRA requirements, and statutory deductions. 
• Hands-on experience with payroll and HRIS systems (ADP Workforce Now is preferential). 
• Strong Excel skills and comfort working with payroll reports and reconciliations. 
• High attention to detail with a strong data validation and control mindset. 
• Excellent communication and interpersonal skills with a customer-focused approach. 
• Proven ability to handle sensitive and confidential information with discretion.