Payroll & Benefits Clerk

Position Summary:

The Payroll and Benefits Clerk is responsible for ensuring accurate and timely payroll processing, benefits administration, and compliance with employment regulations. This role involves entering and auditing employee data, coordinating with HR and external agencies, managing new hire and termination procedures, and preparing financial reports. The clerk serves as a key liaison between employees, payroll providers, and government bodies, ensuring smooth operations and resolution of payroll-related issues. Attention to detail, discretion, and strong communication skills are essential to support both internal teams and external stakeholders.

Key Responsibilities:

Payroll Processing

Prepare payroll records for processing. Analyze and audit payroll results to ensure accuracy of employment updates (new hires, terminations, transfers, compensation changes, benefits, deductions, allowances, garnishments). Prepare, reconcile, and remit source deductions and third-party payments (e.g., taxes, benefits providers). Prepare payroll journal entries and ensure proper accounting treatment.

Employee Support & Communication

Respond to employee inquiries regarding pay, banking setup, and benefits. Assist employees with entering banking information in Dayforce; cancel and reissue missing cheques via off-cycle payments when necessary. Communicate with supervisors and managers to ensure audit controls are followed. Guide employees through RRSP and Desjardins enrollment processes.

New Hire & Termination Administration

Review new hire setups and collaborate with HR to correct discrepancies. Assist with onboarding for union and corporate employees. Ensure accurate processing of terminations, including vacation payouts and ROE (Record of Employment) issuance. Update pension records and ensure proper reporting.

Benefits & Pension Coordination

Benefits and pension enrollments, terminations, and form processing. Reconcile payroll data with benefits invoices and reports (employee-level reconciliation). Prepare and submit EI top-up payments and related documentation. Generate pension plan reports and ensure data accuracy.

Government & External Liaison

Prepare and submit payroll, financial, and statistical reports to government agencies (e.g., Ministry reports, GST filings, subsidy claims). Liaise with external parties such as Service Canada, insurance agencies, collection agencies, and small claims court regarding payroll inquiries. Issue ROEs for leaves of absence and terminations.

System & Policy Management

Liaise with payroll providers to update business rules (e.g., eligibility for premiums, allowances) and verify correct application in payroll software. Maintain up-to-date knowledge of payroll legislation, best practices, and system updates.

Documentation & Recordkeeping

Maintain accurate filing and backup of payroll, accounting, and financial documentation. Ensure confidentiality and compliance with data protection regulations

Other Duties

Perform additional tasks as assigned to support payroll and benefits operations

Qualifications & Skills

Bachelor’s degree in Accounting, Finance, or related field (CPA, CMA, or CA Two-year diploma in Accounting, Payroll or equivalent Completion of PCP Payroll Compliance Practitioner Program an asset Previous experience in accounting and/or payroll Experience in a healthcare setting and knowledge of Ministry reporting requirements an asset Proficiency in MS Office Experience working with Point Click Care and Ceridian Dayforce Payroll software strongly preferred Proven ability to work with large data subsets and be detail oriented Strong analytical, organizational, time management, and report-writing skills Effective interpersonal and communication skills Strong customer service skills Satisfactory Police Reference Check (with vulnerable sector screen) result