Payroll & Benefits Specialist
Position Summary
Reporting to the Finance and Accounting Manager, the Payroll & Benefits Specialist is responsible for ensuring accurate and timely payroll processing for employees across multiple entities. This role oversees payroll administration, employee benefits and pension programs, statutory compliance reporting, and regulatory filings. The position also supports general accounting functions, including payroll-related reconciliations, journal entries, and audit support.

Key Responsibilities
Payroll, Benefits & Pension Administration
Process bi-weekly payroll accurately and on schedule.
Administer payroll changes including new hires, terminations, leaves of absence, promotions, and compensation adjustments.
Prepare and submit payroll-related filings, including year-end tax forms and statutory remittances.
Manage employee benefit programs, including health, dental, life insurance, disability, retirement savings, and pension plans.
Reconcile monthly benefit invoices and ensure billing accuracy.
Respond to employee inquiries regarding payroll, benefits, and pension programs.
Maintain accurate employee payroll and benefits records.
Support annual benefits renewals and communication of plan changes.
Coordinate and submit required pension reporting to regulatory authorities.
Prepare and review taxable benefit and compensation reporting.
Identify and implement process improvements to enhance payroll and benefits administration.
Monitor legislative and regulatory changes impacting payroll compliance.
Track payroll and perks expenditures against budget and provide variance analysis.
Support annual budgeting and forecasting activities for payroll and benefit expenses.
Maintain strict confidentiality of employee information.




Accounting & Financial Reporting
Prepare and record journal entries, including year-end accruals.
Complete payroll-related balance sheet account reconciliations.
Support month-end and year-end financial close processes.
Track expenses and prepare billing requests for third-party organizations.
Assist with internal and external audits by providing payroll and benefits documentation.

Qualifications
Education & Experience
Payroll Compliance Professional (PCP) or Payroll Leadership Professional (PLP) designation preferred.
3 to 5 years of progressive experience in payroll and benefits administration.
Experience processing payroll for medium-to-large organizations.
Experience using payroll systems such as ADP, Ceridian, Workday, SAP, or similar platforms.
Strong knowledge of Canadian payroll legislation, employment standards, and regulatory requirements.
Understanding of payroll accounting principles and general ledger reconciliations.
Advanced Microsoft Excel skills, including PivotTables, VLOOKUP, and XLOOKUP functions.
Skills & Competencies
Strong focus on process improvement and operational efficiency.
Excellent customer service and stakeholder management skills.
Strong verbal and written communication skills; bilingualism is considered an asset.
Highly organized with the ability to manage multiple priorities and deadlines.
Strong analytical, problem-solving, and critical-thinking abilities.
Excellent attention to detail and accuracy.
Demonstrates professionalism, accountability, collaboration, and sound judgment.
Work Environment
Hybrid work workplace with collaboration across Finance, Human Resources, and external service providers.
Opportunity to contribute to payroll, advantages, and financial operations within a mission-driven organization.

📌 Payroll Specialist (Ontario)
🏢 Vaco by Highspring
📍 Ontario