Compensation and Benefits Specialist

4 weeks ago

Oakville, Ontario, Canada Halton Healthcare Full time
Job Overview

As a vital member of the Finance team at Halton Healthcare, the Payroll Operations Coordinator is tasked with ensuring precise payroll processing for approximately 5,200 employees, including full-time, part-time, and casual staff, utilizing Meditech and API eScheduling systems. Reporting directly to the Payroll Manager, this role emphasizes the importance of maintaining strict controls and confidentiality over payroll information. Collaborating closely with the Human Resources department, the Payroll Operations Coordinator ensures compliance with hospital policies, collective agreements, and relevant federal and provincial regulations. The payroll team provides support across multiple hospital sites, outpatient clinics, and associated organizations.

Key Responsibilities:

  • Oversee the complete bi-weekly payroll cycle, ensuring all payroll files are processed promptly and accurately.
  • Reconcile and manage all statutory government remittances for Halton Healthcare and its Foundations, ensuring compliance with all legislative deadlines.
  • Prepare and execute unscheduled deductions and payroll adjustments, adhering to hospital policies and collective agreements.
  • Communicate effectively with departmental timekeepers regarding payroll matters.
  • Audit employee file modifications made by Human Resources and implement necessary adjustments.
  • Conduct monthly payroll training sessions for timekeepers and management.
  • Prepare and reconcile the bi-weekly audit file for review by the Payroll Coordinator and Controller.
  • Balance all monthly employee benefit accounts with the General Ledger.
  • Complete month-end payroll closing procedures, including journal entries and account reconciliations.
  • Facilitate the preparation of monthly pre-authorized payments for parking and benefits.
  • Assist the Payroll Manager during annual payroll audits with external auditors.
  • Reconcile pension deductions for each organization and coordinate with Human Resources regarding pension inquiries.
  • Prepare documentation and payments for terminated employees and those on leave, ensuring compliance with legal requirements.
  • Engage in continuous improvement initiatives for payroll processes, including leading projects.
  • Collaborate with Occupational Health to ensure accurate reporting for Short-Term and Long-Term Disability claims.
  • Support year-end processing and reconciliations.
  • Work with Human Resources and the ICT Department on workflow development, testing, and troubleshooting.
  • Act as the primary contact for Meditech, ensuring system dictionaries are maintained and issues are resolved.
  • Participate in ongoing professional development to stay current with payroll practices and information systems.
  • Perform additional related duties as assigned.

Qualifications:

  • Must possess a Payroll Compliance Practitioner designation; additional payroll certifications are advantageous.
  • A diploma or university degree is required.
  • At least 5-7 years of progressive payroll experience is essential.
  • Experience in a hospital setting or large not-for-profit organization is preferred.
  • Proven ability to thrive in a fast-paced, complex, and high-volume environment.
  • Strong problem-solving skills and a solution-oriented mindset.
  • Demonstrated knowledge of financial reporting.
  • Technical proficiency with large ERP systems and intermediate Microsoft Excel skills; Meditech experience is a plus.
  • Excellent verbal and written communication skills, with the ability to engage effectively across all organizational levels.
  • Ability to work independently with minimal supervision.
  • Detail-oriented, innovative, and proactive.
  • Strong analytical and organizational skills, with the capacity to prioritize and multitask in a dynamic environment.
  • Physical capability to sit, stand, walk, and occasionally lift or carry up to 20 lbs.
  • Consistent employment and attendance record.

Work Schedule: Monday to Friday – standard working hours

Compensation: Competitive salary range

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