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Payroll Administrator, Finance Department
3 months ago
OVERVIEW
POSITION OBJECTIVE:
The Payroll Administrator plays a crucial role in managing the payroll operations. This encompasses the processing of employee payroll, parental leave assistance programs, and bencher compensation, alongside related deductions and remittances. The role also involves preparing pension and benefits remittances, handling payroll-related journal entries, reconciling General Ledger accounts, and supporting the reporting processes managed by the Payroll Specialist, including T4, T4A, EHT, and WSIB. Additionally, the Payroll Administrator is tasked with reviewing and processing bencher expense claims and maintaining the attendance tracking database used for reporting to the Audit & Finance Committee. Ongoing communication with benchers regarding expense claims and liaising with external stakeholders such as payroll service providers, benefits carriers, and auditors to resolve issues is also a key responsibility. The position assists in preparing necessary reports for benchers and the Audit & Finance Committee, as well as fulfilling ad hoc reporting requests from Senior Management and other Committees.
ESSENTIAL QUALIFICATIONS:
- A college diploma or university degree in business or accounting.
- Near completion of the Canadian Payroll Association's Payroll Manager Certificate program, or an equivalent qualification.
- A minimum of 4 years of relevant experience in a computerized payroll and benefits administration setting, with a solid grasp of general accounting principles.
- Comprehensive understanding of payroll processes, applicable legislation, benefits administration, and government remittance procedures.
- General knowledge of accounting functions, including GAAP / CICA guidelines, accounts payable, and financial reporting.
- Familiarity with Law Society by-laws and policies as they pertain to bencher remuneration, expense reimbursement, payroll, and internal controls.
- Excellent communication skills, both verbal and written, with the ability to convey information clearly and effectively to benchers, adjudicators, and staff.
- Aptitude for interpreting moderately complex spoken and written information to communicate bylaw, policy, and procedural standards in an audience-appropriate manner.
- Thorough knowledge of automated payroll systems and absence management applications.
- Proficient in personal computers and software applications relevant to a computerized accounting environment, particularly in spreadsheet analysis and report writing.
- Experience with reporting tools such as Crystal Reports.
KEY RESPONSIBILITIES
Client / Customer Service Delivery
- Contributes to the design and implementation of integrated payroll processes that support client departments, benchers, and associated organizations.
- Collaborates closely with client departments to communicate payroll processes, verify payroll information, and facilitate information exchange.
- Provides detailed information and reports as necessary, addresses client inquiries, and ensures resolution of any complaints.
- Stays informed about Law Society by-laws and policies, as well as Canada Revenue Agency statutes and regulations related to employee payroll, bencher remuneration, and expense reimbursement, and communicates these to employees and benchers.
- Prepares written communications to benchers and adjudicators concerning sensitive expense and remuneration issues.
Client / Customer Service Planning
- Acts as a subject-matter expert within the Payroll team and across other departments regarding payroll systems, bencher expense reimbursement, and associated guidelines.
- Identifies opportunities for enhancements within the payroll function and develops strategies to address these.
- Monitors and aids in the improvement and implementation of new payroll processes and systems through analysis and recommendations.
Financial Accountability
- Processes and validates parental leave, employee, and bencher payroll and benefits information in accordance with relevant legislation and Law Society policies.
- Assists the Payroll Specialist in processing payrolls, including extracting necessary information from time and attendance applications and analyzing data for accuracy.
- Handles a variety of transactions and exchanges information with service providers, financial institutions, client departments, employees, members, and benchers to ensure timely and accurate payroll processing.
- Administers retirements, terminations, and individual record changes, prepares journal entries, and assists with T4 slip reconciliation and issuance.
- Reviews bencher expense claims for authorization and reasonableness, allocates to appropriate expense categories, and processes for payment.
- Ensures accuracy and completeness of expense claims, following up with benchers for confirmation, and reconciles approved claims and remuneration payments.
- Processes approved bencher activity sheets for remuneration, calculating appropriate statutory deductions and entering data into the payroll system.
- Generates standard and custom reports using applicable reporting tools to meet the informational needs of management and the Audit & Finance Committee.
- For employee payroll, prepares journals for posting to sub-ledger and general ledgers and uploads the information into the financial system.
Team Collaboration
- Actively engages with department members, contributing to department-wide initiatives.
- Collaborates with the Payroll Specialist to ensure the smooth operation of the department, following guidance on payroll policies and best practices.
- Works cooperatively with client department staff to clarify information and provide assistance regarding payroll procedures, ensuring accurate and timely service to benchers, employees, clients, and customers.
- Demonstrates flexibility and commitment to the team, maximizing resources and supporting colleagues during peak periods.
WORKING ARRANGEMENT
The Law Society has adopted a Distributed Workforce Model to enhance flexibility and productivity. Work arrangements will be determined based on role and departmental needs. This position is classified as hybrid, allowing the employee to alternate between home and office work locations.
OUR COMMITMENT
The Law Society of Ontario is an equal opportunity employer dedicated to diversity and inclusion. We welcome applications from individuals representing the diversity of our community. We are committed to creating an accessible, barrier-free, and inclusive workplace and to complying with the Accessibility for Ontarians with Disabilities Act (AODA). Please inform us of any accommodation requirements during the recruitment process.
