Payroll Specialist

Payroll Specialist
 COMPETITION NO. SS26-25R

About Durham College:
Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six bachelor’s degrees and 11 apprenticeship programs – to more than 11,000 full-time post-secondary and nearly 3,000 apprenticeship students. In addition, we have more than 16,000 student registrations in professional and part-time learning. More than 120,000 alumni represent the college, both locally and around the world. 

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

Position Information:
Full-time Support Staff Position Opportunity
Payband: H; Starting Rate: $38.09; Four Year Rate: $44.04
Department: Payroll
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm)  
Reporting To: Manager, Payroll
Campus Location: Oshawa
Vacancy Status: Existing vacancy

 Duties and Responsibilities:
The incumbent ensures accurate and, timely processing of full cycle payroll activities while ensuring the College is in compliance with the Canada Revenue Agency (CRA), CAAT, OPSEU Union and other governing agencies. The incumbent works as a key team player in administration and processing in the payroll department.
The primary tasks/responsibilities of this role are coordination and administration of biweekly payroll functions to ensure payroll runs successfully. Responsible for the critical function of analysis and verification of payroll data received for processing to ensure preparation and accurate processing of all employees.
The Payroll Specialist performs a variety of payroll tasks which are high volume, deadline sensitive and require sound decision making. the position is accountable for managing direct deposits, benefits withholdings, payroll deductions, garnishments, various manual calculations, retro adjustment of pay and other payroll entries. The payroll input activities are processed using ADP and data validations are completed to Colleges ERP systems (Banner and EPAF).
The incumbent consistently liaises with finance to ensure data accuracy of financial transactions consisting of payments made, along with ongoing analysis of all mandatory deductions (Revenue Canada, CAAT Pension, Sun Life) and is steady in communication with Human Resources to ensure employees are paid on time and accurately. Responsible for analysis, reconciliation and finalization of all payroll data for year-end reporting of T4 and CAAT annual Data Collection. In the role of Payroll Specialist, the incumbent assesses sensitive and potentially critical situations, ensuring appropriate direction and action is taken.

Payroll Processing:

• Regular Duties: Daily/Weekly– Collect, inquiry, process and communicate payroll information adhering to the service level standard, business policies and standards, seeking clarification on processing earnings, deductions as required.Input and validation of all payroll processing file changes into Payroll system, ensuring data integrity, accuracy of information and reconciliation of data across systems. Modify entries where necessary
• Bi-weekly/Monthly. Prepare, maintain and process salaried and hourly payrolls and ensure timely preparation and verification of employee pay statement. This information will include, but is not limited to: appointment notices, terminations, benefits setup, leaves of absence, reduced workloads, reclassifications, temporary positions, benefit changes, timesheets, contracts changes, TD1’s, tax waivers, sabbaticals, secondments, salary changes, garnishees, etc. Perform complex manual calculations for various payroll requests, balance salary of entitlement, retroactive rate increases, late timesheet data, etc. Balance and confirm register totals to input batches and investigate and reconcile any discrepancies.
• An in-depth understanding of the differences between full-time and part-time payrolls is required as is an in-depth understanding of multiple collective agreements and all statutory and non-statutory deductions and their calculations programming within ADP for T4 population.
• Post Payroll processing- Prepare & submit accurate reporting to Service Canada for ROE (excess of 400 ROE’s certain times during the year), Garnishment and other reporting requirements. Ensure AP requisitions (Union, Garnishments, FRO, etc.) are forwarded by the due dates required. Submit online reporting to CAAT, FRO, and OPSEU monthly. Prepare journal entries to record funding of payroll as well as completed AP requisitions.Setup and process special payroll runs (off cycle) maintain pending files to ensure accuracy of future adjustments to payroll. Payroll Bank reporting and reviewing activities and acting as needed.
• Communication: Respond promptly to all payroll requests internally and externally - emails, direct mail, voicemails, employee drops in for inquires etc.
• Research discrepancies of payroll information and/or documentation (i.e., salary, timesheets, leave time and etc.) for the purpose of ensuring accuracy prior to processing. Payroll other: Actively participate in payroll process improvements and maintain checklists, signoff sheets, processes & procedures manual as required.

Disbursements/Reconciliations:

• Calculate and prepare documentation for varied payroll remittances such as union dues, WSIB, CAAT pension and garnishees, on a biweekly and monthly basis.
• Process manual payments to staff due to missing documentation and update YTD figures in ADP system and validate the pay information.
• Biweekly file created for Financial Aid work study hours and distributed to ensure excess hours not charged to work study
• Review SIN file monthly for international employees (SIN beginning with a 9) and follow up with HR for expiry dates.
• Month end account reconciliations to ensure all funds cleared from respective accounts.
• Balance CAAT pension reports on a biweekly basis.
• Quarterly – Audit T4 payroll items and balances test T4’s to ADP master control totals. Sample calculation to ensure payroll is calculating correctly, compliance with CRA and company policies.
• Annually – Audit items aligned with Payroll reporting. Assist in preparation and distribution of T4 and provide copies when requested. Compile, validate and balance full data import CAAT DCT filing. CAAT DCT filed earnings, contributions, service and Pension adjustment is used populate CAAT member annual statements for accrued future pension payments.

Other Duties:

• Respond to daily inquiries from employees, Employment Insurance, TD1 taxes, CPP election to stop CPT30, OPSEU monthly remittances, PIER reports from Service Canada, WSIB staff reimbursements, etc.
• Work with staff on issues to access Web Time Entry (WTE), and follow up with HR/HRIS as required to ensure access corrected
• Assist managers biweekly with all WTE access and approval issues for sign off.
• Work with Finance and HR when overpayments occur for repayment and adjusting entries – Amend T4 if required.
• Reply to all emails within payroll department inbox at the set service levels of within 24 hours.
• Verify annual registers and other documentation for accuracy.
• Prepare annual pension adjustments.
• Provide back-up support for coworkers in case of absence.
• Review weekly transactional report received from HR to ensure the data ready for processing and then follow up on missing paperwork/information.
• Calculate missed pension contributions due to late enrolments into the CAAT pension plan.
• Complete CAAT documentation for Termination / Retirement application, and Change of Employment.
• Provide support to the manager by assisting with allocation of work assignments; providing support and solutions to coworkers when required; ensuring staff coverage.
• Determine when issues are to be escalated to the manager for resolution.
• Provide recommendations to the manager regarding implementation of new processes and procedures. Other duties as assigned
• Process CAAT non-contribution listing files 3 times per year for DB plus as per due dates set by CAAT.
• Assist staff with ADP login issues and distribute T4’s as requested.
  

Qualifications:

• A minimum of a 2-year diploma in Business Administration – Accounting.
• A current Payroll Compliance Practitioner (PCP) certification in good standing is required.
• A minimum of three (3) years of work experience in payroll administration with a Human Resources Information System (HRIS) including a thorough understanding of the overall payroll cycle.
• Experience with government remittances, Records of Employment (ROEs), general ledger account reconciliation, and benefits and pension administration, as well as system troubleshooting, data querying, and reporting.
• Extensive experience with computerized HR/Payroll systems and their integration with other systems (i.e., financial reporting, budget forecasting, HRIS)
• Advanced data management, extraction, and report-writing skills, with proficiency in a variety of software applications and systems (including advanced spreadsheet creation and manipulation).
• Experience working with HR/payroll-related legislation, guidelines, and policies (e.g., collective agreements, administrative terms and conditions, Employment Insurance, Employment Standards, benefits and pension programs, Canada Revenue Agency, Freedom of Information).
• Experience working independently in a customer service-oriented, self-directed team environment, with strong analytical and problem-solving skills.

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on September 17, 2026. Competition number SS26-25R.

 Contact Us  T:905.721.3073  HumanResources@durhamcollege.ca
C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ON

 Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

 We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

 Land Acknowledgement
Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.