Payroll Specialist x 1-3

About the Opportunity

Payroll Administration

· Prepare and process payroll data to ensure employees are paid accurately and on schedule.

· Review and validate payroll transactions, including new hires, terminations, promotions, transfers, salary adjustments, benefits, deductions, allowances, and garnishments.

· Perform payroll audits and reconciliations to identify and resolve discrepancies prior to payroll processing.

· Prepare payroll journal entries and ensure payroll transactions are accurately recorded in the general ledger.

· Reconcile and remit statutory deductions, payroll taxes, and third-party payments, including benefits and retirement plan contributions.

Employee Support

· Respond to employee inquiries related to payroll, direct deposit, deductions, benefits, and pay statements.

· Assist employees with payroll system updates, including banking information and direct deposit changes.

· Coordinate off-cycle payments, cheque cancellations, and payment reissues as required.

· Work closely with supervisors and department managers to ensure payroll policies, approvals, and internal controls are followed.

· Support employees with retirement savings plan enrollment and benefit-related questions.

New Hire & Offboarding Administration

· Review and validate new employee payroll setup and collaborate with Human Resources to resolve discrepancies. Support onboarding activities for both unionized and non-union employees.

· Process employee terminations, ensuring final pay, vacation payouts, and statutory entitlements are calculated accurately.

· Prepare and issue Records of Employment (ROEs) in accordance with legislative requirements.

· Maintain pension records and ensure accurate reporting of employee contributions.

Benefits & Pension Administration

· Coordinate employee benefit and pension enrollments, changes, and terminations. Reconcile payroll information with benefit provider invoices and pension reports.

· Prepare Employment Insurance (EI) top-up payments and related documentation.

· Generate pension reports and ensure payroll data is accurately reflected in benefit and retirement plans.

· Compliance & External Reporting Prepare and submit payroll-related reports, remittances, and statutory filings to government agencies and third-party organizations.

· Act as a liaison with external stakeholders, including government agencies, benefit providers, insurance carriers, and other external partners regarding payroll-related matters.

· Ensure compliance with payroll legislation, employment standards, tax regulations, and organizational policies.

Payroll Systems & Process Improvement

· Collaborate with payroll system providers to implement business rule changes, system enhancements, and payroll configuration updates.

· Participate in payroll process improvements, system testing, and continuous improvement initiatives.

· Maintain current knowledge of payroll legislation, regulatory requirements, and industry best practices.

Documentation & Records Management

· Maintain accurate payroll records, supporting documentation, and audit files.

· Ensure payroll information is handled with the highest level of confidentiality and in compliance with privacy legislation and internal policies.

Additional Responsibilities

· Provide support on special projects and other payroll, benefits, and finance-related initiatives as assigned.

· Perform additional duties to support the Payroll and Human Resources functions as required.

About You

· 5+ years of full cycle experience

· Experience with Ceridian Dayforce is required Unionized payroll is required

· Experience doing payroll recs pcp or any payroll designation is required

Pay Range

$30 - $40 / hour

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 69277

This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.