Payroll & Administration Assistant

**About us**:Caledon Ski Club is the second largest Private Ski Club in Southern Ontario and the premier choice for outdoor experiences, delivering the GTA’s highest quality, family-oriented recreational and competitive skiing, snowboarding, and other multi-seasonal activities and social experiences to our Members.

**PAYROLL & ADMINISTRATION ASSISTANT**

**Permanent - 12 months** - Full-time - Fall and Winter, Part-time - Spring, and Summer

**Hours**:
**Ski Season** (_mid-December to mid-April_) Wednesday to Sunday - 8:00 am to 4:00 pm

**Off Season **(Spring & Summer _mid-April to end of August_) Tuesday to Thursday - 9:00 am to 4:00 pm

**Pre-Season **(_September to mid-December_) Monday to Friday - 9:00 am to 4:00 pm

**Position Summary**:
This position is responsible for setting up and maintaining employee files and preparing payroll on a bi-weekly basis for approximately 20 staff in the off-season, and approximately 300 seasonal employees during the operating season. This position will also assist with general administration duties as required in the Administration Office.

**Reports To**: Controller/ Administration Manager

**Duties Include**:

- Processing employee payroll data, including entering new hires, employee updates and terminations
- Prepare, coordinate and maintain employee documentation
- Set up staff for online (J-Prep) training and follow-up on completion
- Work with department managers to ensure employee payroll files are kept up to date and remain confidential at all times
- Respond to payroll inquiries from employees and managers within the Club
- Calculating payroll hours from spreadsheets, input into payroll system
- Run payroll reports and prepare payroll cheques
- Prepare journal entries for payroll transfer
- Administering garnishees and third-party demands, if any
- Accountable to management for the accuracy of employees’ pay
- Prepare source deductions and WSIB remittances
- Remitting the Club’s accurate statutory government remittances
- Preparing and submitting ROEs
- Prepare, reconcile and submit year-end reports (T4s, T4As,)
- Liaising and coordinating with the payroll service provider (Jonas software system)
- Developing and/or following internal procedures and quality control policies
- Assisting with year-end audit as required related to payroll
- Keep current on Employment Standards Act and other payroll-related issues
- Providing backup support to Member Services and Member Accounts which includes badge pick-up, member and guest requests, emergency radio support, lift ticket sales, answering phone calls
- Assisting with general office duties and mailings
- Other assigned duties from time to time

**Communications**:

- Interacting effectively with staff across necessary departments, external organizations and the membership while using diplomacy
- Ability to adapt to others’ personalities in a respectful manner that is conducive to goal achievement
- Promptly acts upon requests for information while demonstrating mutual respect

**Support/Core Skills**:

- Computer hardware, software and data management skills.
- Ability to evaluate specific work situations and to decide appropriate action based upon decision-making principles and sound judgment.
- Effective in written communications (concise, to the point, well-organized, etc.), and oral communications (concise, articulate).
- Ability to anticipate/identify problems and propose solution alternatives.
- Task management skills (planning, organizing, controlling) as applied to own work.
- Ability to work independently and as a member of a team.
- A positive, cooperative work attitude.
- Ability to organize and plan work to make the best use of one’s own time, avoid unnecessary and wasted effort, meet deadlines and other productivity requirements.
- Attention to detail - Achieving accuracy and thoroughness in all aspects of work.
- Ensuring procedural, professional, and/or organization standards are adhered to.
- Being receptive and open to change.
- Working well with others to accomplish common goals or assignments while demonstrating mutual respect, including understanding own and others’ contributions, sharing information with others, being open, making others feel valued, and learning from others’ experiences.
- Experience in general office clerical duties, such as handling physical documents, photocopying, and scanning documents.
- Must be able to lift boxes between 20-30 lbs consistently.
- Will perform his/her duties and ensure that they work in accordance with Caledon’s Health & Safety Policy and Procedures as well as the Occupational Health and Safety Act.
- Must follow all manuals, handbooks, rules, and regulations provided in the course of employment at Caledon Ski Club
- Able to work weekends and holidays during the ski season and for the Annual General Meeting in October

**Knowledge & Education**
- 2+ years experience processing payroll or working in a general accounting capacity
- Knowled