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Payroll Assistant

2 weeks ago

Ottawa, Canada Larga Baffin Full time

Position Overview

The Payroll Assistant under the direction of the President and Assistant General Manager will primarily be responsible to prepare, review, and/or edit various forms payroll functions in Dayforce of reviewing timesheets, schedules, coordinating with department managers of any issues related to payroll, processing payroll, preparing reports, and filing invoices. The Payroll Assistant is responsible for a wide variety of administrative tasks in support of the Executive and Management Teams.

The Payroll Assistant is responsible for providing the full range of specialized payroll services to Larga Baffin employees. It requires in-depth knowledge of CPC’s payroll procedures, policies, and systems as well as respective provincial and federal legislative policies, programs, and procedures. This role will also act as the first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions. The Payroll Assistant must possess the ability to adapt to new technology and the ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times. The Payroll Assistant is also required to maintain confidentiality and professionally interact with employees, management, and our clients.

Key Responsibilities

Administrative
- Prepare, review, and/or edit various forms of correspondence such as letters, invoices, and reports.
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions.
- Answer telephone and electronic inquiries and relay telephone calls and messages.
- Organize, maintain, and coordinate office records and files; Accurately and appropriately file correspondence, invoices, and receipts.
- Photocopy and organize documents for distribution, mailing, binding, and filing.
- Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers.
- Assist with jobsite administration duties, such as timesheet completion, and any daily logs that need to be maintained.
- Provide direct administrative support to members of the Executive Team, as directed.
- Provide support to other members of the management team as required with special projects, research, and/or department specific activities.

Finance and Payroll
- Payroll processing - Compile, prepare, process and complete payroll package for final approval. - Prepare staff exception sheets and Labour Ready forms for new pay periods. - Coordinate with HR and/or the Assistant General Manager to verify payroll entries and activities. Assist with the preparation of expenses.
- Process all aspects of payroll for unionized and non-unionized employees.
- Review all timesheets, schedules, and meal sheets for payroll processing in Ceridian Dayforce.
- Prepare union dues and keep up to date with the union portal for all union staff.
- Review benefits invoices and input benefits amounts in Ceridian Dayforce.
- Make sure payroll information is up to date in Ceridian Dayforce.
- Responsible for documentations connected to all payroll cycle changes, payments, or adjustments in compliance with our processes and according to accepted standards or organization’s records management and privacy legislation.
- Review, prepare, and file for Accounts Receivable and Accounts Payable
- Bank deposits and petty cash reconciliation.
- Clerical processing and document maintenance
- Including clerical processes, filing, scanning, report generation, file management
- Address and resolve inquiries regarding payroll and payroll reporting.
- Record day to day financial transactions and complete the posting process.
- Enter data, maintain records and create reports and financial statements.
- Other duties as assigned.

Meeting Coordination and Scheduling
- Prepare agendas for meetings, transcribe, and distribute meeting minutes; Responsible for minute taking and tracking meeting resolutions as requested by the President or Assistant General Manager. Provide support for department meetings. For example, note taking and scheduling.
- Assist in the planning, scheduling and logistics for Larga Baffin’s meetings.
- Schedule and coordinate all client activities with direction form the Executive Management Team.
- Provide support for other internal and/or external meetings as required.

Minimum Job Requirements:

- Equivalent experience in Administration and business. Degree or diploma in administration, business, or a related fieldis an asset.
- 3 years of experience in a payroll assistant role.
- Ability to deal with people sensitively, tactfully, diplomatically, and professionally always.
- Ability to effectively communicate both verbally and in writing.
- Ability to adapt to new technology.
- Ability to respond quickly in a dynamic and changing environment.
- Ability to work individually as well as part of a team.
- Proficient in Microsoft Office pr