Overview of Position

The Payroll Administrator is a key member of the Finance team, responsible for managing end-to-end payroll process accurately and on time, while ensuring compliance with federal and provincial regulations. This role also involves collaborating with HR and other departments and overseeing both the technical aspect of payroll processing and the administration functions.

Additionally, the Payroll Administrator will troubleshoot issues and provide technical expertise and guidance for both internal and external stakeholders. This position also recommends changes to processes, forms, and workflows etc. to improve operational effectiveness.

Duties and Responsibilities

Payroll Process and Compliance

  • Manage the payroll processing cycles for permanent and occasional employees, ensuring accurate and timely payments.
  • Prepare working papers and related journal entries for extended health, dental, and life insurance benefits.
  • Meticulously adhere to the internal policies and procedures, timelines, and related controls when processing payroll entries such as salaries and other special payments as required; ensure all entries are processed accurately and in compliance with associated regulations and legislation.
  • Ensure statutory remittances and reporting (income tax, EI, CPP/QPP, provincial health taxes, etc.) for various provinces have been done for each payroll cycle.
  • Issue Records of Employment (ROE) as required.

Multi-Province Taxation and Reporting

  • Manage provincial tax differences, including payroll taxes in Manitoba, Ontario, and other jurisdictions.
  • File provincial remittances on time to avoid penalties.
  • Coordinate workers' compensation premiums across provinces (e.g., WSIB, WCB, CNESST).
  • Ensure proper year-end reporting (T4s, T4As, etc.) and tax compliance.

Benefits Administration

  • Manage group benefits deductions (e.g. health, dental, disabilities, life insurance).
  • Maintain accurate payroll and benefits records.
  • Monitor benefits enrollment and ensure correct deductions are applied.

Financial Reconciliation & Audit Support

  • Reconcile payroll accounts with the Finance team and general ledger.
  • Generate payroll reports for internal stakeholders and grant compliance.
  • Assist in budget planning by forecasting payroll costs.
  • Support internal/external audits and ensure records meet compliance standards.

Employee Support and Record-Keeping

  • Respond to employee’s payroll enquiries (Dayforce accounts, tax slip etc.).
  • Manage new hire payroll setup and offboarding payroll procedures.
  • Keep up-to-date payroll records and ensure secure and confidential payroll data management.

Other Responsibilities

  • Process monthly chaperone honorarium payments.
  • Support calendar and fiscal year-end reconciliation and timely submission of payroll filings and tax forms.
  • Provide support for payroll-related audits, access controls, and systems.
  • Recommend and implement enhancements to payroll processes, systems, and workflows.
  • Produce regular and ad-hoc payroll reports as needed.
  • Ensure compliance with Employment Standards, Income Tax Act, CPP, EI Act, PIPEDA, WSIB, and CRA requirements.
  • Generate payroll-related reports such as submission review, analysis, and reports for the Executive Director, Corporate Services.
  • Participate in payroll-related projects like process improvement, system upgrades, and audits.

CCES Quality Management System

  • Understand and fulfill quality responsibilities related to this position.
  • Comply with quality system processes and suggest improvements.
  • Identify risks and contribute to risk mitigation strategies.
  • Log stakeholder feedback in the Quality Database for tracking and follow-up.

General Responsibilities

  • Perform accounting and administrative tasks as required.
  • Support the Finance team with Accounts Receivable and Accounts Payable.
  • Other duties as assigned by the Comptroller.

Qualifications and Competencies

  • College diploma or university degree in accounting or equivalent experience.
  • Payroll Compliance Professional (PCP) designation is an asset.
  • Experience in payroll-related process improvement projects.
  • Minimum of three years of relevant experience required; nonprofit/charity experience is an asset.
  • Familiarity with accounting and payroll software systems.
  • Experience with payroll management systems and service providers is preferred.
  • Strong knowledge of financial compliance and employment legislation.
  • Self-starter with sound judgment and decision-making skills.
  • Customer service-oriented with strong relationship-building skills.
  • Strong financial record-keeping skills.
  • Ability to work under pressure with high attention to detail.
  • Professional, ethical, and discreet with sensitive information.
  • Team player with a positive and adaptable mindset.
  • Excellent interpersonal and communication skills.
  • Proficiency in Microsoft Excel, Word, and Outlook.
  • Excellent English (written and spoken); French proficiency is an asset.

Application Information

Applications for this position should be submitted electronically on Bamboo HR by May 29th, 2025, at https://cces.bamboohr.com/careers/65. We thank all applicants for their interest but only those selected for an interview will be contacted.

Throughout its recruitment process, the CCES is committed to Canada’s linguistic duality and the diversity of its people. We welcome expressions of interest from all qualified applicants including Indigenous persons, persons with disabilities, members of visible minority groups, and all gender identities and sexual orientations. Upon request, accommodation will be provided during the hiring process.