Payroll Administrator

JOB DETAILS

Status: Permanent Part-Time (0.6 FTE)

Schedule: Flexible between Monday – Friday, 8:00 a.m. – 4:00 p.m.

Location: The Newly Institute Calgary (2303 4 St SW, Calgary, AB)

ABOUT US

The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an exciting opportunity for a Payroll Administrator to join our Corporate team!

WHY JOIN THE NEWLY INSTITUTE?

At The Newly Institute, you'll join a collaborative team that is passionate about transforming mental health care. We believe exceptional client care starts with supporting our people, which is why we invest in professional growth, meaningful work, and a workplace where everyone feels valued.

Our comprehensive total rewards package includes:

• Competitive salary
• Generous paid time off
• Comprehensive group benefits
• Employer-paid health and dental premiums
• Health & Wellness Spending Account
• Professional development opportunities
• Regular team and community engagement events
• A welcoming, collaborative, and inclusive workplace

WHAT YOU WILL DO

The Payroll Administrator is accountable for delivering accurate, timely, and compliant payroll services that support employees and the organization. Through effective payroll administration, reporting, and legislative compliance, the role safeguards the integrity of payroll operations, supports sound financial management, and contributes to a positive employee experience. The role requires strong attention to detail, sound judgment, and a commitment to confidentiality.

The Payroll Administrator plays a key role in supporting the organization's growth and demonstrates our core values of communication, community, excellence, health, and innovation. 

Payroll Administration

• Process payroll for salaried and hourly employees across multiple provinces.
• Review payroll transactions for accuracy, including new hires, terminations, salary changes, promotions, leaves of absence, overtime, bonuses, and retroactive adjustments.
• Validate employee timesheets, earnings, deductions, and benefit changes.
• Ensure payroll is processed accurately and within established timelines.
• Prepare and reconcile payroll registers prior to payroll submission.
• Investigate and resolve payroll discrepancies promptly.

Payroll Reporting, Reconciliations & Documentation

• Prepare, evaluate and submit payroll journal entries to accounting.

• Process payroll-related benefit deductions and taxable benefits, and provide benefit allocations to Accounting.
• Administer payroll liabilities including CPP/QPP, EI, income tax, garnishments, and other required deductions.
• Prepare Records of Employment (ROEs) and act as the primary liaison with Service Canada, responding to requests for information, and payroll-related inquiries.
• Administer Workers' Compensation Board (WCB) filings for employee coverage across multiple jurisdictions.
• Perform year-end payroll activities including T4s, T4As, and annual reconciliations.
• Maintain accurate employee and payroll documentation.
• Support internal and external payroll audits by preparing documentation, reconciliations, and responding to auditor requests.
• Participate in payroll system upgrades, testing, and process enhancements.

Employee Support

• Respond to employee payroll inquiries professionally and confidentially.
• Educate employees on payroll processes, deductions, and pay statements.
• Partner with leaders and the People & Culture team to resolve payroll matters.

Compliance & Policy Development

• Ensure payroll procedures comply with internal controls, organizational policies, collective practices (if applicable), and legislative requirements.
• Monitor legislative and regulatory changes, assessing their impact on payroll practices and identifying required updates to processes, procedures, and payroll system configuration.
• Support the development, implementation, and ongoing maintenance of payroll-related policies, procedures, and standard operating practices to ensure compliance and operational consistency.

• Recommend process improvements that strengthen compliance, reduce organizational risk, and improve the employee experience.
• Contribute to the implementation of payroll processes and legislative requirements as the organization expands into new jurisdictions, ensuring payroll practices remain compliant and operationally effective.

Other responsibilities related to the role and scope of work may be assigned.

WHAT YOU BRING

Education

• Post-Secondary Training or Certificate in Payroll Administration, Accounting, Human Resources, or a related field is required.

Experience

• A minimum of 3–5 years of experience of progressive payroll administration experience, preferable in a multi-provincial environment, is required.

Professional Registration, Practice Permits, Certificates, and Designations

• Payroll Compliance Practitioner (PCP) designation attained or actively in progress.

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) is required.
• Proficiency in Payroll and/or HRIS systems is required.

Background Check

Offers are conditional, subject to employment reference checks and a clear police background check and credit check.

DIVERSITY, EQUITY AND INCLUSION

We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves.  We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family status, and physical and mental disabilities.  Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.

ACCESSIBILITY

The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email careers@thenewly.ca.

APPLICATION CLOSING

The posting will remain open until the role is filled.  We thank all applicants for their interest; however, only shortlisted candidates will be contacted.