Heritage College is seeking an organized, dependable, and people-focused HR & Payroll Coordinator.

This position supports the complete employee administration cycle, including recruitment, onboarding, payroll preparation, employee records, workplace culture, health and safety, team activities, and QuickBooks accounting data entry.

The successful candidate must be comfortable handling confidential information, working independently, and completing accurate administrative and financial tasks within established deadlines.

Key ResponsibilitiesRecruitment and Onboarding

- Prepare and publish job postings.
- Screen applications and conduct initial candidate screening.
- Schedule interviews and communicate with candidates.
- Coordinate reference checks and employment documentation.
- Prepare offer letters and onboarding packages.
- Coordinate recent-employee orientation and system access.
- Maintain recruitment reports and candidate trackers.

HR Administration

- Maintain accurate and confidential employee files.
- Prepare standard employment letters, forms, and HR communications.
- Track attendance, vacation, sick leave, probation periods, training, and document-expiry dates.
- Support employee onboarding, position changes, and offboarding.
- Maintain HR trackers and prepare weekly and monthly reports.
- Follow up with employees and managers regarding missing documentation or required actions.
- Assist management with the consistent application of workplace policies.

Payroll Administration

- Collect and verify timesheets, attendance records, vacation, sick leave, and approved payroll changes.
- Prepare and enter payroll information according to established deadlines.
- Review payroll information for missing hours, inconsistencies, or possible errors.
- Maintain accurate and confidential payroll records.
- Respond to routine employee payroll questions.
- Prepare payroll reports for management review.




- Assist with employee tax forms and year-end payroll documentation.
- Obtain management authorization for changes to pay, hours, deductions, or employee banking information.

QuickBooks and Accounting Data Entry

- Enter invoices, receipts, expenses, payments, and other transactions into QuickBooks.
- Organize financial records and supporting documents.
- Assist with accounts payable and accounts receivable data entry.
- Update payment and outstanding-balance trackers.
- Identify discrepancies or missing documentation and report them to the Finance Manager.

People and Culture

- Support a respectful, positive, and engaging workplace culture.
- Coordinate employee recognition and wellness initiatives.
- Plan team-building activities, celebrations, and staff events.
- Prepare internal employee announcements and communications.
- Collect employee feedback and report recurring concerns or workplace trends to management.
- Help improve employee engagement and communication across departments.

Health and Safety

- Maintain the workplace health and safety board and keep required information current.
- Organize safety meeting minutes, inspection records, incident reports, and training documents.
- Coordinate workplace inspections, safety meetings, and required training.
- Track outstanding safety items and follow up with the responsible individuals.
- Report safety hazards, incidents, and compliance concerns to management.

Financial and Payroll Controls

This position prepares and enters payroll and accounting information but does not independently:

- Approve or release payroll.




- Change employee compensation without written authorization.
- Add or change banking information without secondary verification.
- Approve payments, refunds, financial adjustments, or write-offs.
- Approve scholarships or tuition reductions.
- Prepare and provide final approval for the same financial transaction.

Final payroll and financial approvals remain with the Finance Manager or authorized management.

Qualifications

- Previous HR administration and payroll experience is required.
- Practical QuickBooks experience is required.
- Experience with recruitment and employee onboarding.
- Knowledge of Alberta employment standards and workplace health and safety requirements is preferred.
- Diploma or certificate in human resources, payroll, business administration, accounting, or a related field is an asset.
- Strong Microsoft Excel, Outlook, and data-entry skills.
- Excellent organization, communication, and follow-up abilities.
- High attention to detail and accuracy.
- Ability to manage competing priorities and meet strict deadlines.
- Ability to protect confidential employee, payroll, student, and financial information.
- Experience organizing workplace events and employee-engagement activities is an asset.
- Experience working in a college or regulated organization is an asset.

Position Details

- Position title: HR & Payroll Coordinator
- Employment type: Part-time
- Schedule: Five days per week
- Hours: Six hours per day, approximately 30 hours per week
- Location: On-site at Heritage College in Calgary, Alberta
- Reporting: Reports to the College Director, with payroll and accounting work reviewed by the Finance Manager

Pay: $24.00-$27.00 per hour

Expected hours: 30.0 per week

Benefits:

- Dental care
- Extended health care

Experience:

- Hr and Payroll: 1 year (required)

Location:

- Calgary, AB (required)

Work Location: In person

📌 HR & Payroll Coordinator (Calgary)
🏢 Nameless
📍 Calgary