Payroll Specialist, Finance, Finance and Facilities Management

JOB PURPOSE

Coordinates all aspects of the payroll function, including three distinct payroll cycles for employees, benchers, and adjudicators, as well as payments under the Law Society's Parental Leave Assistance Program (PLAP). Ensures accurate processing and analysis of payrolls in compliance with applicable legislation, regulations, by-laws, and policies. Administer source deductions and remittances, and prepare accounting entries for payroll transactions and year-end accruals. Reviews bencher expenses for accuracy and compliance with policies.

QUALIFICATIONS

• Requires a 4-year Bachelor's Degree in Business, Accounting, or a related discipline.
• Requires a designation as a Certified Payroll Manager from the Canadian Payroll Association.
• Requires a minimum of 5 years of experience in a computerized payroll and benefits administration environment. At least 2 years should be at a senior level.
• Professional knowledge:
  • General accounting and pension administration functions.
  • Payroll processes and related legal and regulatory requirements.
  • Benefits administration, source deduction, and government remittance procedures.
  • Canadian GAAP, Accounting Standards for Not-For-Profit Organizations, Accounts payable, and financial reporting.
  • Budgeting processes.
• Technical skills:
  • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
  • Payroll and time management systems and related tools.
  • Using query-based reporting tools (e.g., Cognos, Power BI).
• Competencies:
  • Customer service skills.
  • Negotiation skills with tact and diplomacy. 
  • Analytical and problem-solving skills.
  • Project coordination, prioritization, and time management skills.
  • Interpersonal, oral, and written communication, and presentation skills.
  • Organizational and multitasking skills with attention to detail.
  • Mathematical acumen.

Payroll Administration

• Leads the development and implementation of payroll procedures and manages the relationship with the outsourced payroll service provider.
• Supports the development and implementation of integrated accounting and financial reporting procedures for Law Society client departments, benchers, and PLAP applicants.
• Processes and validates payroll and benefits in compliance with Canada Revenue Agency (CRA) regulations, relevant legislation, and Law Society policies.
• Analyzes and processes transactions, coordinating information among service providers, financial institutions, and the Law Society to ensure accurate and timely fund distribution to employees, benchers, adjudicators, PLAP applicants and outsourced service providers.
• Processes payroll across diverse structures (hourly, salary, etc.), ensuring accuracy and compliance.
• Administers retirements, terminations, and individual record changes; prepares journal entries; reconciles payroll-related General Ledger accounts; and issues T-slips to employees, benchers, adjudicators, and PLAP applicants.
• Prepares monthly and annual adjustments and generates custom reports and analyses.

Client / Customer Service Support

• Responds to client inquiries, including bencher and PLAP applicant requests for ad hoc reports; investigates and resolves complaints; and provides accurate and timely information, guidance, and assistance on payroll processes and best practices.
• Reviews remuneration activity sheets submitted by benchers and adjudicators for consistency, appropriateness, and compliance with by-laws and policies, following up with relevant management or benchers and adjudicators.
• Reviews expense reports prepared by Payroll Coordinator for accuracy, reasonableness, and policy compliance.
• Prepares written communication to benchers and adjudicators regarding sensitive expense and remuneration matters.
• Provides payroll administration services to third-party organizations.

Reporting, Audits & Records Management

• Provides detailed information and reports to CRA, other government agencies, and service providers, and responds to requests in support of reporting, policies, procedures, and audit requirements.
• Completes monthly and annual reconciliations of payroll-related general ledger accounts, prepares and issues T-slips (e.g., T4s, T4As) for all payrolls, and manages Employer Health Tax (EHT) and Workplace Safety and Insurance Board (WSIB) reporting.
• Maintains payroll-related files in electronic and paper formats, oversees or updates bencher and PLAP databases, and prepares reports for Senior Managers, Law Society Committees, and Convocation.
• Prepares working papers to support audits of the Law Society's financial statements and the Pension Plan for Employees, liaises with auditors throughout the audit process, completes pension plan reconciliations, and ensures compliance with Financial Services Commission of Ontario requirements and Law Society policies.

Team Membership

• Participates actively with Finance, Human Resources, and Tribunals teams, sharing and verifying payroll information, contributing to special projects, and facilitating the exchange of information between accounting, payroll, and budget functions.
• Acts as a resource to other teams, committees, departments, and divisions, communicating best practices and processes to ensure the accuracy and integrity of payroll and accounting procedures and reporting.
• Supports recruitment, guidance, training, and orientation of the Payroll Coordinator in collaboration with the Senior Manager.
• Assigns, reviews, and ensures the timeliness and accuracy of the Payroll Coordinator's work across multiple payrolls, and provides performance feedback to the Manager.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at or call We appreciate all interest and will directly contact candidates under consideration.