Payroll Coordinator

Job Number: 4881
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Human Resources
Number of Positions: 1
Department: Payroll
Division: Human Resources
Hours of Work: 35
Work Schedule: Mon-Fri, 8:30 AM-4:30 PM, hybrid: 3 days in-office / 2 days remote
Grade: Management/Management Support Grade 03
Salary Range: $71,871.80 - $89,835.20

About Us
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan , “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Coordinates, analyses, audits, and administers payrolls for the Region, including collecting, verifying, and processing information per policy, legislation, and collective agreements. Collaborates with Talent Acquisition, Benefits, Labour Relations, management, and employees. Provides support and guidance when working with all levels of staff to build efficiencies and ensure accuracy in running payroll functions. Ensures confidentiality in all aspects of work under tight deadlines.

Duties/Responsibilities

• Processes and validates weekly and bi-weekly payrolls accurately and on time, including calculating and processing earnings, deductions, taxable benefits, OMERS, RRSP, union dues, and other applicable deductions.
  Maintains accurate payroll records and related backup following confidentiality and best practices.
• Audits, troubleshoots, and updates employee records in the time and attendance system in liaison with HR, management, time and attendance schedulers, and reviews collective agreements, legislation, and policies to ensure information is accurate for final payroll processing.
• Reviews, edits, make corrections, and resolves payroll data issues prior to finalizing the payroll and generating bank files. Verifies payroll register matches bank file, transmits to the bank, and ensures bank acknowledgment is received. Recalls direct deposits as needed and follows up on rejected transactions. Prepares manual payments and calculations as required for corrections and missed payments outside regular scheduled pay runs.
• Provides technical and financial guidance to staff regarding pay-related issues, per human resources information system and time and attendance system requirements.
• Processes regional parking program requirements, including enrolments, terminations, payroll taxable benefits, adjustments, and deposits in coordination with Facilities Management. Contacts employees as required regarding pay implications.
• Enters employee changes to the human resources information system related to banking and tax exemptions. Provides clients with guidance, training, and supporting documents from CRA when required.
• Calculates, verifies, and processes manual electronic fund transfer payroll payments with Manager’s approval (e.g., vacation payments, clothing/tool allowances, termination payouts, leave top-ups). Processes termination payments under relevant codes that impact T4s and employee RRSP room. Verifies payout entitlements from Benefits and processes resignations, retirements, and deaths (e.g., sick, vacation). Advises on tax rules, expense payments (e.g., tuition, mileage expenses), and coordinates information exchange with financial institutions.
• Processes Group Registered Retirement Savings Plan (GRRSP) program requirements, including payroll deductions, employee changes, reconciliation, and liaises with the provider.
• Creates and enters pay calendar/schedules per bank and corporate requirements.

Additional Duties/Responsibilities

• Compiles, prepares, remits and reconciles Receiver General source deductions of Canada Pension, Employment Insurance, Income Tax, and other deductions.
• Performs year-end tasks related to payroll a