Administrative Assistant/Payroll Clerk

Welcomecentreshelter; Windsor; Hybrid; CAD 28,000 - 36,000; Part time

Job summary

Welcomecentreshelter in Windsor, Ontario seeks an Administrative Assistant/Payroll Clerk for a part-time role (24 hours weekly) with a set schedule. This position provides administrative support to the Centre Manager and Executive Director, including payroll processing and scheduling frontline staff for shelter operations.

The ideal candidate will have payroll experience, strong MS Office skills (Excel, Word, SharePoint), and the ability to maintain confidential employee records in a fast-paced

Qualifications

• Minimum one year of payroll and administrative experience in a mid-volume office.
• Undergraduate degree in a related field is an asset.
• Proficiency with MS Office and data management.
• Experience with payroll software and timekeeping systems.
• Ability to handle confidential information with discretion.
• Access to reliable transportation.
• Criminal background check completed.
• Experience in non-profit or shelter setting is preferred.

Responsibilities

• Create and maintain a monthly staff schedule.
• Process bi-weekly payroll accurately.
• Maintain attendance records, sick and vacation time.
• Safeguard confidential employee files and ensure regulatory compliance.
• Assist with HR tasks, minutes, and policy drafting.
• Support program staff with administrative duties across the centre.

Skills

Payroll processing

Timekeeping

MS Office

Data entry

Confidential records

Scheduling

Communication

Education

Undergraduate degree asset

Tools

Excel

Word

SharePoint

Payroll software

Job description

JOB DESCRIPTION

Position: Administrative Assistant/Payroll Clerk

Hours: 24 hrs. weekly, set schedule to be determined, min 3 days weekly.

Length: PT, Permanent

Wage: $23 hourly

Location: On-site, 500 Tuscarora

Reports To: Centre Manager

GENERAL DESCRIPTION

The Administrative Assistant/Payroll Clerk provides administrative support to the Centre Manager and Executive Director, across all programs at the Welcome Centre Shelter. Supporting the smooth management of the Centre through meticulous organization and empathetic professional conduct, this part-time role carries the responsibility of managing the scheduling of frontline shelter support staff, to ensure consistent coverage for shelter operations. Duties include the creation and maintenance of a monthly shelter support staff schedule, the precise processing of bi-weekly payroll, the maintenance of employee attendance records, sick and vacation time allocation and approvals. The assistant also supports the organization’s document management system, safeguarding confidential employee files and ensuring digital and physical records are compliant with shelter policy and legislative requirements.

Beyond technical requirements, this position plays a critical role in fostering a stable and professional workplace culture within a high-pressure shelter environment. The Administrative Assistant supports senior leadership work to translate organizational needs into clear policies and actionable training schedules. Whether conducting interviews, drafting operational policies, or taking minutes, the assistants’ work directly impacts the Centre’s ability to provide consistent, high-quality services.

MINIMUM QUALIFICATIONS

• Minimum one year of full-time experience in a mid-volume administrative or office management role, preferably within a social services or non-profit environment.
• Undergraduate or college degree in a related field is an asset, or minimum 2 or more years’ experience in general office administration
• Demonstrated experience processing bi-weekly payroll and managing digital timekeeping systems with a high degree of accuracy.
• Experience working with women+ in feminist women’s organizations is preferred
• Proven ability to manage complex staff rosters, including handing on-call rotations and emergency coverage in a 24/7 facility.
• Advanced proficiency in Microsoft Office Suite (Specifically Excel for data tracking, Word, and SharePoint) and experience with Employee Self Service portals. Strong data processing skills
• Must have access to dependable transportation
• Completion of a criminal background check
• Exceptional organizational skills for maintaining physical and digital personnel files, meeting minutes, and supply inventory logs

The following duties outline the requirements of the Administrative Assistant position; all bullet point items noted are used in instances of performance evaluation.

HUMAN RESOURCES

• Understand and adhere to contents of the Human Resource and Employee Orientation Manuals
• Minute taking in all scheduled staff/ Program Leads team meetings and any scheduled training programs

STUDENT PLACEMENT/VOLUNTEER PROGRAM

• Provides daily task management to any assigned student and provide feedback to designated student supervisor (if applicable to any administrative placements)
• Completion of any required placement documentation or paperwork if direct supervision is provided

ADMINSTRATIVE/STATISTICS

• Verify employee hours worked
• Scheduling of shelter support
• Maintain time records, employee records, rates of pay, hires, changes and terminations within the payroll system
• Control employees being added to and removed from employee benefits plan
• Respond to payroll inquiries from agency employees
• Update staff salary/compensation information as directed
• Respond to payroll errors and correct issues for employees (40-60+ employees, bi-weekly pay)
• Enter new employees into payroll and Human Resource software
• Prepare bi-weekly payroll for submission to the Centre Manager and agency book-keeper
• Enter hours worked on weekly timesheets to be submitted in a timely and accurate manner
• Ensure personal requests for vacation time are submitted to Centre Manager prior to the 10th of the month preceding the request (if applicable)
• Draft offers of employment for incoming agency staff, to current agency standards, for review and approval by the Centre Manager
• Draft and finalize agency documentation as requested by the Executive Director or Centre Manager, including memos, notifications of staff meetings and training, confirmation letters, etc.
• Oversight of agency SharePoint main page; posting info updates, scheduling events, and updating client information boards and video offering in lobby
• Prepare staff meeting agendas with Centre Manager and take meeting notes
• Operates and maintains office equipment, including printers, copiers, fax machines. Coordinate repair work with vendors as needed
• Ensure office supplies are in good working order and office supplies are always on hand
• Research topics as requested; compiles and summarizes information for reports or presentations.
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Daily oversight of payroll including approving shifts, time off requests, and punch ins and outs
• Employee file maintenance quarterly with created checklists
• Oversee completion of staff mandatory trainings (AODA, WHIMIS, First Aid/CPR as examples)
• Creation and oversight of staff access badges, inventory of all organizational badges
• Investigate and correct payroll issues
• Researches and responds to various inquiries and information requests including interpretation and explanation of policies, rules and regulations
• Hiring assistance to Centre Manager and ED (creating postings, job descriptions, scheduling interviews, printing interview items, completing notifications, etc.)
• Sit on the Health and Safety Committee
• Create the monthly weekend supervisory staff schedule and on-call schedule
• Assist Executive Director/Centre Manager in completion of staff performance reviews annually

COMMUNITY

• IF APPLICABLE- Attendance at assigned community committee meetings; minutes/notes of updates are to be kept accordingly, and a monthly update provided to executive director on committee attendance and committee activities affecting service provision.

Other duties as assigned/applicable to the position as outlined above

DEMANDS OF THE POSITION

Strength Guidelines

This position may occasionally require lifting, pushing, and carrying items. The maximum weight an employee may be asked to lift is approximately 30 lbs (e.g., a box of paper or supplies). While this role does not involve heavy lifting on a regular basis, the ability to move light to moderate loads safely from time to time may occur. Strength requirements are stated in a gender-neutral manner to ensure inclusivity and fairness.

Motion Parameters

The role involves a range of physical movements depending on the task or activity. Employees may be required to sit for extended periods, stand, or walk throughout a shift, climb stairs, bend, reach, squat, kneel, or perform repetitive motions. Role involves operating a computer, telephone, and keyboard all of which require continuous and controlled use of hands and fingers, or completion of same with the support of assistive medical devices.

Vision and Hearing Requirements

Adequate vision and hearing (with or without accommodation) are required to perform the essential functions of this role. As a partial desk-job, it requires excellent near vision to clearly read text, view computer screens, and handle small documents. Role includes frequent: reading documents or screens, observing surroundings, communicating in person or over the phone, and maintaining awareness in potentially noising environments within the Centre.

Work Environment

Work is primarily conducted indoors in a small office. The environment of a shelter setting may require the position to engage with employees in varying spots of the environment, such as in offices, lobby, and meeting rooms. The environment will involve exposure to varying noise levels, strong odors, potential for contact with bodily fluids, potential for contact with unknown substances,and generally stressful situations. Employees should be comfortable working in a fast-paced setting with frequent unpredictability and potential for distraction. Position involves working with and/or near those from infancy through elderly. The environment includes the ongoing use of both video and audio surveillance

of common and staff areas used for purposes of ongoing staff supervision, training, coaching, along with crime response when needed.

Emotional Demands

This role requires a high level of emotional demand at work (EDW). This includes three primary areas: 1) handling emotionally charged individuals, 2) suppressing our own emotions, 3) influencing the emotions of others. Role may include occasional face-to-face interaction with people experiencing varying levels of emotional upset. Employees must be prepared to engage as a tertiary support with individuals experiencing crisis, trauma, physical or mental health concerns or significant distress. Staff may be exposed to sensitive information, including disclosures that can be emotionally triggering, involve themes of abuse, and/or historical or acute trauma. Time stressors may include routine time constraints on specific duties and deadlines related to agency work. Emotional demands include responding to competing demands from multiple employees.