Payroll Administrator

Payroll Administrator – Long-Term Care

Position Summary

A well-established, not-for-profit long-term care organization in Woodbridge, Ontario is seeking an experienced Payroll Administrator to join its team.

Reporting to the Director of Finance, the Payroll Administrator will be responsible for the accurate and timely administration of payroll, payroll reporting, benefits administration, scheduling, and selected human resources functions. This position ensures compliance with applicable legislation, collective agreements, and internal policies while providing support to employees and management.

Key Responsibilities

Payroll Administration

Bi-Weekly Payroll

• Process bi-weekly payroll, reviewing information for accuracy, errors, and compliance.
• Post payroll summaries and journal entries to QuickBooks Online.
• Complete month-end payroll accruals and expense postings.
• Review daily timekeeping records across departments.

Monthly & Quarterly Reporting

• Prepare payroll reports relating to accruals, seniority, union dues, pensions, WSIB, benefits, and garnishments.
• Maintain worked and paid hours reporting.

Ongoing Payroll Duties

• Track employee hours, eligibility, pay-rate changes, and retroactive payments.
• Maintain employee banking, address, and contact information.
• Prepare monthly employee schedules and maintain permanent position templates.
• Process clothing allowances, education pay, seniority adjustments, and other payroll changes.
• Administer LTD, maternity top-up, preceptor pay, bonuses, and other special pay codes.
• Process Records of Employment (ROEs) and benefit terminations.
• Communicate payroll updates, job postings, and workplace announcements to staff.

Year-End Payroll

• Prepare the upcoming year’s payroll schedule.
• Review taxable benefits and year-end payroll reports.
• Prepare and distribute T4 slips.
• Maintain payroll documentation for year-end audits.

Human Resources Support

• Post job advertisements, screen resumes, and refer qualified candidates to hiring managers.
• Support new-hire administration, including employee IDs, offer letters, payroll setup, and onboarding.
• Maintain employee files, HR documentation, and onboarding checklists.
• Monitor and maintain work permit documentation where applicable.

Additional Responsibilities

• Assist with applicable employee registration and compliance processes.
• Maintain and update HR information within Payworks and StaffScheduleCare.
• Support the development and maintenance of an online HR database.
• Provide backup support for accounts payable.
• Perform additional duties as required by senior management.

Qualifications

• Diploma or certificate in Payroll Administration, Accounting, Human Resources, or a related field, or equivalent professional experience.
• Minimum 2 years of payroll experience, preferably within a unionized environment.
• Strong understanding of payroll legislation, benefits administration, and collective agreement requirements.
• Experience with Payworks strongly preferred.
• Experience with StaffScheduleCare preferred.
• Experience with QuickBooks Online considered an asset.
• Proficiency with Microsoft Office Suite.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and meet strict deadlines.
• Willingness to work overtime when required.

Benefits

• Extended health care
• Vision care
• Paid time off
• On-site parking

Location

Woodbridge, Ontario – On-site

Candidates must be able to reliably commute to the workplace. Please note that public transportation access to the location may be limited.

INCAP

Portfolio are acting on behalf of our client in recruiting for this position. To the best of our knowledge, this vacancy is for a new or existing role within their organization.