Payroll Coordinator

SCOPE

The Payroll Coordinator is responsible for the payroll activities including processing, reconciliation, year-end processing, reporting, and process improvement. This role partners directly with the HR team and co-ordinates activities to ensure effective and efficient payroll-related processes.

SUCCESS CRITERIA

• Processing payroll timely and accurate.
• Keeping informed with legislative updates, and ensuring the organization is compliant.
• Identifying gaps and implementing process improvements.
• Ensure payroll system is working as expected according to our policies.    

RESPONSIBILITIES AND KEY ACTIVITIES

• Process bi-weekly payroll for hourly and salary employees for all provinces in Canada.
• Enter and review new hire information, on leave payments, calculate termination payments all while incompliance with all provinces ESA and CRA government.  
• Process all payroll data such as commissions, bonuses, awards, allowances, expense reimbursements, RRSP adjustments, salary adjustments, retroactive calculations, statutory holiday calculations and compliance, vacation payout, manual/off-cycle pays, and any additional changes prior to payroll transmission.
• Provide back-up coverage for payroll team members.
• Investigate and resolve any payroll discrepancies.
• Review, audit, and troubleshoot time and attendance management for hourly employees. 
• Track and monitor vacation, bereavement leave, sick leave, additional time-off requests. 
• Adhere to and monitor garnishment orders and the remittances paid in timely manner.
• Maintaining confidential information by adhering to legal and ethical standards.
• Issue Record of Employment (ROEs) electronically.
• Liaise with HR team and/or Finance team with payroll inquiries and questions. 
• Provide support to managers and employees’ questions or concerns.
• Year-end auditing, preparation of year-end employee tax slips or forms (T4s) and submitting government filings to meet deadlines. Includes verifying and reconciling all payroll data, preparing, and distributing T4 slips, amending year-end slips, and filing annual returns with the CRA. Balance PD7A notice and payroll source deductions, preparing T2200, ensuring compliance with employment and payroll legislation, and setting up payroll system for the new year.
• Maintain compliance of payroll legislation, company policies, employment standard act (ESA) and Canada Revenue Agency (CRA).
• Submit RRSP/DPSP contribution files to group retirement carrier. 
• Maintain good status and prepare WSIB/WCB calculations for all provinces premium remittances, review balances, registrations, clearance letters, and annual reconciliations. 
• Ensure EHT/HET (BC, ON, MB) calculation are upkept and prepare annual reconciliations. 
• Resolve any inquires Service Canada and Canada Revenue Agency (PIER summary) regarding payroll information inquiries and complete forms. 
• Identify and recommend improvements to processes and systems. 
• Maintain required/approved updates to processes and systems.
• Monitor, evaluate and implement applicable government requirements for Canada including submitting appropriate regulatory reporting.
• Preparation of monthly, quarterly, and year-end reporting.

REQUIREMENTS, EXPERIENCE AND CONSIDERATIONS

• Post-secondary degree, diploma or certification in Payroll/ Accounting or Business Administration.
• NPI certification and active member.
• 3+ years independent full cycle payroll processing. 
• ADP WFN experience preferred.
• Strong understanding of payroll regulations and employment standards.
• Excellent communication skills and the ability to convey complex payroll information.
• Strong analytical and problem-solving skills.
• Attention to detail and ability to analyze payroll data for accuracy and compliance.
• Ability to establish working relationships with all employees, management, and vendors.
• Hybrid schedule; Work from home and North York head office. No travel required.

KEY COMPETENCIES

• Investigate and analyze root cause of problems and make recommendations for the best course of action.
• Intermediate knowledge of payroll legislation and best practices.
• Minor decision making, routinely refers to Standard Operating Procedures (SOP’s), internal policy, ESA and provincial legislation to determine best practices. 
• Impact of decisions - moderate: ensuring payroll accuracy and timeliness.
• Must explain facts, clarify questions regarding reading pay statements, how to navigate ADP, tax inquiries.
• May need to train managers on timecard/time off approvals, delegations and troubleshoot ADP issues.
• Daily activities include; Data entry, responding to emails, problem solving, verifying and auditing data.

OUR VALUES

The incumbent is required to behave in accordance with our Demant Values:
We create trust – We value the opinions of our customers and colleagues. We promote a work environment based on inclusion, honesty, integrity and respect. We always keep our promises.
We are team players – We collaborate and network effectively across the whole organization. We take initiative and help each other to achieve our ambitious goals.
We create innovative solutions – We challenge ourselves to improve and find new, value-adding solutions. We are curious to share ideas and insights to increase our collective innovativeness.
We apply a can-do-attitude – We always look for opportunities to win the business and do our best to add value to our customers. We find solutions and act.

ACCOMODATIONS

HearingLife Canada is committed to a diverse and inclusive workplace. HearingLife Canada is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. For individuals with disabilities who would like to request an accommodation please clearly indicate in your application any accommodations you will require throughout the recruitment process. 
While we appreciate the interest of all applicants, only those selected for an interview will be contacted.

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