Payroll Administrator

VCNA • Toronto, ON

33d • Hybrid

About The Position

The Payroll Administrator is responsible for supporting and coordinating payroll processing for all employees. This role ensures the timely and accurate end to end payroll processing, proper tax deductions, and compliance with company policies and government regulations. The Payroll Administrator will be responsible in payroll-related tasks, troubleshoot discrepancies, and communicate with employees to resolve any payroll concerns. This position requires excellent attention to detail, strong organizational skills, process oriented mindset and a thorough understanding of payroll systems and labor laws in a complexity unionized environment.

Requirements

• 2+ years of Payroll process experience for CAN (UKG or Dayforce preferred)
• Experience working on high complexity unionized environment
• Strong Excel knowledge

Nice To Haves

• French speaking desired

Responsibilities

• Assist in processing payroll for employees on a weekly/bi-weekly/semi-monthly basis, ensuring accurate wage calculations for all staff (salaried, hourly, overtime and bonuses).
• Input and update employee payroll data, such as new hires, terminations, leave of absence, pay rate changes, and benefit deductions.
• Verify and audit employee timesheets and attendance records to ensure accuracy before processing payroll.
• Process benefits and other deductions, ensuring proper deductions for taxes, insurance, pensions, and other voluntary withholdings.
• Review and ensure payroll entries reflect correct classifications for tax purposes.
• Ensure payroll complies with local, state, and federal tax laws, including calculating and withholding necessary taxes (e.g., federal income tax, social security, Medicare).
• Prepare and submit payroll-related tax filings and reports, such as quarterly and year-end reports (e.g., W-2s, T4s).
• Stay informed about changes in payroll tax laws and labor regulations, ensuring compliance with applicable regulations.
• Maintain payroll compliance by ensuring all records are kept accurately and confidentially, as per legal and company requirements.
• Serve as a point of contact for employees regarding payroll-related questions, such as inquiries on pay, deductions, benefits, and tax withholding.
• Investigate and resolve payroll discrepancies or issues, ensuring timely resolution.
• Communicate payroll policies and procedures to employees, ensuring understanding of payroll processes.
• Assist with tracking and reporting on employee benefits, leaves, and other deductions in relation to payroll.
• Maintain accurate and up-to-date payroll records and employee information within payroll systems.
• Prepare and distribute payroll reports to management, including earnings summaries, tax deductions, and other payroll-related information.
• Prepare periodic reports and assist in the analysis of payroll expenses and trends for management.
• Ensure all payroll records are ready for audits and are kept compliant with record retention policies.
• Assist in managing and maintaining payroll software, ensuring it is up to date and operating correctly.
• Collaborate with HR, IT, and Finance teams to improve payroll-related processes and systems.
• Help identify opportunities for process improvement and implement best practices for payroll efficiency and accuracy.
• Provide backup support to the Payroll Manager or senior payroll team members during peak periods or absences.
• Coordinate with HR on employee status changes (e.g., promotions, terminations, leaves) to ensure payroll reflects the most current information.
• Assist in the training of junior payroll staff or new team members as needed.

Benefits

• Training, professional development
• Tuition reimbursement/assistance
• Competitive wages, vacation and holiday time
• Medical, dental, vision, disability and life insurance
• RRSP and DC (CAN) and 401K (U.S.)
• Lifeworks Employee Assistance Program (EAP): confidential support for you and your family (CAN)
• Educational scholarship program for dependents of regular salaried employees.
• Fertility drug coverage
• Paid Maternity Leave Top Up

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed