Payroll Administrator, Finance Department

Location:                                       Ottawa, Ontario

Reports to:                                    Controller

Employment Status:                     Permanent, Full-time

Bargaining Unit Status:                Excluded

Annual Salary:                               $55,328.00 - $66,518.40

Language requirements:              English is essential; Bilingualism (English & French) is preferred

Schedule:                                       On site, Monday to Friday, 40 hours/week

Closing date:                                 January 15, 2023

Competition #:                               22-164

About us:

Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 350 caring professionals in a unionized environment in over 26 locations across Ottawa.

Under the supervision of the Controller and in close collaboration with the Payroll Analyst, the Payroll Administrator ensures that all aspects of the payroll cycle are processed in a timely and accurate manner, in accordance with applicable internal and external regulations. The Payroll Administrator creates reports using ADP Workforce Now and Microsoft Excel to ensure that employees are correctly paid and that payroll costs are recorded correctly.

What you will do:

• Maintain and manage the full-time and part-time payrolls, ensuring the timely balancing and submission of the payroll;
• Verify timecards for accuracy and timeliness, reconcile timecards rotational balancing for employment changes;
• Code, calculate and process payroll changes, apply necessary adjustments to leave banks;
• Liaise with internal stakeholders including supervisors, People & Culture and Schedulers to ensure the accuracy of employee data in both the payroll files and ADP Workforce Now;
• Organize, maintain and file documentation related to the payroll function for audit purposes;
• Prepare and file Records of Employment (ROEs) with Service Canada;
• Process documentation and correspondence regarding garnishments;
• Prepare the payroll journal entry for upload into YSB’s accounting system, ensure the payroll database on the accounting system remains updated through the import of Salary and Wage Analysis (SWAN) files from ADP;
• Review and reconcile on-call logs and adjust on-call banks as required;
• Prepare union deductions remittances and union leave reports for the Finance Department;
• Offer assistance to internal clients related to payroll inquires or the interpretation of payroll-related policies and procedures;
• Support the Finance Department in identifying and capitalizing on continuous improvement opportunities to ensure the efficiency of processes and the delivery of quality services.

This opportunity may be right for you if:

• You hold a post-secondary degree in business accounting or bookkeeping;
• You have 3+ years of payroll experience in a mid to large-sized, fast-paced environment;
• You are proficient in ADP Workforce Now payroll system;
• You have a strong experience working with payroll as well as time and attendance systems;
• You have managed payrolls for hourly and salaried employees;
• You have a strong knowledge of Canadian tax provisions, provincial/federal programs including CPP, EI, workers compensation and provincial employment standards;
• You have a basic accounting knowledge allowing you to perform journal entries and payroll account reconciliations;
• Your computer skills are strong, you are proficient in Microsoft Office and Excel in particular;
• You are analytical, you known for your attention to details and the accuracy of your work;
• You have excellent planning skills; you are able to organize your work in handling multiple conflicting priorities;
• You understand priority and are able to exercise good judgement in handling sensitive information;
• You are eager to learn and willing to participate in ongoing professional development to obtain and / or maintain certification and keep abreast of changes in the payroll field;
• You are willing and able to work exclusively on site, at YSB’s Head Office.

You get bonus points if:

• You have worked in a unionized organization;
• You hold the Payroll Compliance Practitioner certification by the Canadian Payroll Association;  
• You fluently speak and write both English and French.

What we offer:

• An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
• 15 days of annual vacation + 1 personal day;
• 100% YSB-paid group health benefits after 3 months;
• Pension plan from Day 1.

Join us!

If you think this vacancy is a good fit, we would love to hear from you. Please visit the career section of our website to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.

We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful.

At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.