Payroll and Pension Administrator

Payroll and Pension Administrator

Location York Region / Hybrid, as operationally required

Position Type Part-time contract

Hours Approximately 12–16 hours per month, with some fluctuation during year-end, staff transitions, pension updates, ROEs, T4 preparation, and payroll reporting periods.

Compensation $30–$34 per hour, commensurate with experience.

Reports To Executive Director

About Women’s Centre of York Region

Women’s Centre of York Region supports women and gender-diverse people who have experienced trauma and abuse to build safety, independence, well-being, and connection. Our work is grounded in trauma-informed, client-centred, anti-oppressive, and community-based practice.

Position Summary

The Payroll and Pension Administrator is responsible for the accurate, timely, and confidential administration of payroll and pension processes for Women’s Centre of York Region. This role ensures employees are paid correctly and on time, payroll remittances are completed, pension contributions are processed, and employee payroll and pension records are maintained accurately.

This is a specialized administrative role focused on payroll, pension administration, related employee records, statutory compliance, and coordination with the Executive Director, bookkeeper/accountant, payroll provider, and pension provider.

Key Responsibilities

Payroll Processing

• Process payroll accurately and on schedule for all employees.
• Enter and verify payroll information, including salary changes, hours, vacation, statutory holidays, paid and unpaid leaves, deductions, taxable benefits, and other adjustments.
• Ensure payroll is reviewed and approved according to organizational procedures before final submission.
• Maintain accurate and confidential payroll records.
• Ensure payroll aligns with employment agreements, organizational policies, and applicable employment legislation.
• Prepare Records of Employment, T4s, and other payroll-related documents as required.
• Track vacation, sick time, statutory holiday pay, and other paid/unpaid time as required.
• Respond to employee payroll questions in a timely, professional, and confidential manner.

Payroll Remittances and Compliance

• Ensure source deductions and employer contributions are calculated accurately.
• Prepare and submit payroll remittances on time, including CPP, EI, income tax, and other required remittances.
• Reconcile payroll reports to payroll registers, bank payments, and accounting records.
• Identify and resolve payroll discrepancies in collaboration with the Executive Director and/or bookkeeper.
• Maintain payroll documentation for audit, compliance, and reporting purposes.

Pension Administration

• Administer employee pension enrolments, changes, leaves, and terminations.
• Calculate, process, and reconcile employee and employer pension contributions.
• Submit pension remittances accurately and on schedule.
• Maintain accurate pension records and ensure they align with payroll records.
• Liaise with the pension provider regarding administrative matters.
• Support employees with basic pension administration questions and direct complex plan-specific questions to the pension provider.
• Ensure pension administration follows plan requirements and organizational policies.

Employee Records and Confidential Administration

• Maintain confidential payroll and pension files.
• Ensure employee payroll and pension changes are documented and approved.
• Coordinate with the Executive Director or designate regarding new hires, departures, salary changes, leaves, and pension eligibility.
• Support year-end payroll and pension reporting processes.
• Provide payroll and pension reports to the Executive Director, bookkeeper, accountant, or auditor as required.

Process Improvement and Internal Controls

• Follow internal controls related to payroll approval, pension administration, and confidential records.
• Identify errors, risks, or gaps in payroll and pension processes and bring them forward.
• Recommend improvements to payroll timelines, forms, tracking tools, and documentation processes.
• Support clean, organized records for audits, funder reporting, and internal review.

Qualifications

• Post-secondary education in payroll, accounting, bookkeeping, finance, human resources, business administration, or equivalent experience.
• Minimum 2 to 3 years of payroll administration experience.
• Experience administering pension plans is strongly preferred.
• Knowledge of payroll legislation, statutory deductions, payroll remittances, ROEs, T4s, vacation pay, and taxable benefits.
• Experience with payroll software or payroll service providers.
• Strong attention to detail and accuracy.
• Ability to manage confidential employee information with professionalism and discretion.
• Strong organizational skills and ability to meet recurring deadlines.
• Proficiency with Microsoft Excel and/or Google Sheets.
• Experience in a non-profit, charitable, or community-based organization is an asset.
• Understanding of trauma-informed, anti-oppressive, and equity-centred work is an asset.

Skills and Attributes

The successful candidate will be highly organized, detail-oriented, responsive, and comfortable working independently. They will understand the importance of confidentiality, compliance, timeliness, and accuracy in payroll and pension administration.