Job ID #31972: Payroll Clerk

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #31077: Payroll Clerk
• Union: CUPE Local 5167
• Job Description ID #: 2169
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on June 3 2026
  
• Duration: 18-24 months
• Vacancy type: This posting is for an existing vacancy
  
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  
  

SUMMARY OF DUTIES

Reports to Supervisor, Payroll, performs a variety of accounting and clerical duties associated with the preparation and reconciliation of wage and salary payrolls and employee benefits.

GENERAL DUTIES

Processes payroll documents received from Human Resources or Departments and determines the necessary adjustments to gross pay.

Calculates vacation pay, retroactive pay, sick leave, retiring allowance, in lieu of notice pay and inputs adjustments into payroll system.

Adjusts tax on final payments based on tax waivers received from Canada Revenue Agency (CRA).

Calculates, prepares correspondence, collects and adjusts employee records for overpayments.

Calculates, prepares and processes jobs to produce manual cheques for underpayments.

Updates employee deductions as required.

Prepares cheque requisitions for all payroll deductions and remits on a timely basis (ie. taxes, bonds, charities, garnishments, union dues, etc.).

Prepares Records of Employment documents including running jobs and printing of documents.

Answers inquiries in person and by telephone from employees, departments including outside agencies such as CRA and Human Resources Skills & Development Canada.

Prepares monthly account reconciliations for liability and clearing accounts.

Calculates, deducts and maintains garnishment records.

Recalls/cancels direct deposits as required and reissues rejected direct deposits from bank.

Adjusts employee's gross pay for attendance docking exceptions.

Prepares journals to fund sick leave payments from reserve accounts.

Prepares adjustments to employee records for the preparation of annual T4/T4A's.

Completes the annual PIER Review (audit of CPP/EI deductions) required by CRA.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1. Previous experience in a payroll environment or demonstrated knowledge of internal payroll functions.
2. Demonstrated knowledge of business accounting concepts and a developed aptitude in mathematics.
3. Experience in a computerized environment. Working knowledge of Word and an intermediate level of knowledge in Excel.
4. Previous satisfactory experience in a computerized payroll system or payroll certification
   would be considered an asset.
5. Demonstrated ability to communicate, both written and verbal.
6. Demonstrated ability to work under pressure within tight deadlines with speed and accuracy.
7. A high degree of sensitivity and confidentiality is required.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.