Full Time Specialist, Payroll- MNU-26-14

Ongwanada Resource Centre; Kingston; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

HOOPP membership

Comprehensive benefits

Employee & Family Assistance Program (

FSEAP

Job summary

Ongwanada Resource Centre in Kingston, Ontario, is seeking a Payroll Specialist to ensure accurate biweekly payroll processing and compliance with legislation, collective agreements, and policies. You will collaborate with HR and Scheduling to maintain data integrity and support audits and reporting.

The role emphasizes system testing, data validation, and continuous process improvements, with responsibilities spanning pensions, benefits, and year-end processing.

Qualifications

• Post-secondary diploma or degree required.
• Payroll Compliance Practitioner (PCP) certification required.
• 2–4 years of progressive payroll experience.
• Experience in a unionized and/or not-for-profit environment preferred.
• Strong knowledge of payroll legislation and regulatory requirements.

Responsibilities

• Prepare and process biweekly payroll using an integrated Payroll and HR Information System, ensuring accuracy of pay, entitlements, shift premiums, statutory holidays, and authorized deductions.
• Maintain payroll records including tax forms, banking information, and leave balances, ensuring confidentiality and compliance with privacy legislation and policy.
• Monitor attendance and leave records; generate reports to identify overages, outstanding approvals, or potential liabilities. Escalate to Human Resources as required in accordance with collective agreements and internal policy.
• Respond to payroll-related inquiries from employees and supervisors; provide clear, timely, and accurate information and documentation.
• Process authorized adjustments including manual payments, retroactive pay, maternity/parental leave supplements, WSIB advances, and court-ordered garnishments.
• Coordinate pension and benefit deductions, including HOOPP contributions and adjustments related to employment changes, leaves, and terminations.
• Collaborate with Human Resources, Scheduling, and Occupational Health and Safety to ensure accurate system entries, pay coding, and tracking of modified duties or accommodations.
• Participate in payroll system testing, configuration updates, and workflow improvements to enhance accuracy, efficiency, and data integrity.
• Utilize reporting tools to validate payroll data, identify discrepancies, and support reconciliation and remittance processes.
• Prepare reports to support internal audits, compliance reviews, workforce planning, and authorized external reporting.
• Escalate privacy concerns or potential breaches in accordance with privacy policies and reporting procedures.
• Support statutory remittance reconciliation and year-end reporting, including union dues, third-party payments, T4s, ROEs, and pension adjustments.
• Periodically review payroll procedures and documentation to ensure alignment with legislation, collective agreements, and internal policies.
• Support payroll continuity by providing training or guidance during absences; contribute to administrative cross-coverage as operationally required.
• Duties and responsibilities may change or vary based on operational requirements and/or as directed.

Skills

Payroll legislation

Analytical skills

Excel

HRIS systems

Communication skills

Attention to detail

Education

Post-secondary diploma or degree

Payroll Compliance Practitioner (PCP) certification

Tools

HRIS system

Excel

Job description

This posting is for an existing vacancy.

The Specialist, Payroll ensures employees are paid accurately and on time in accordance with legislation, collective agreements, and internal policies. Reporting to the Manager, Finance this role supports payroll operations through processing, reconciliation, and the use of integrated systems and procedures. The Specialist, Payroll collaborates with Human Resources and Scheduling to ensure data accuracy, address discrepancies, and prepare reports that support audits, compliance, and workforce planning. The role also contributes to continuous process improvements by providing input on workflows and participating in system updates.

All employees are responsible to ensure the intent and purpose of Ongwanada’s mission, vision, values and service principles, strategic and operational plans are consistently promoted and implemented. All employees are also required to fulfill their responsibilities as identified in legislative, regulatory, policy and procedures required by the agency to operate effectively.

Primary Duties and Responsibilities

Payroll Processing & Administration

• Prepare and process biweekly payroll using an integrated Payroll and HR Information System, ensuring accuracy of pay, entitlements, shift premiums, statutory holidays, and authorized deductions.
• Maintain payroll records including tax forms, banking information, and leave balances, ensuring confidentiality and compliance with privacy legislation and policy.
• Monitor attendance and leave records; generate reports to identify overages, outstanding approvals, or potential liabilities. Escalate to Human Resources as required in accordance with collective agreements and internal policy.
• Respond to payroll-related inquiries from employees and supervisors; provide clear, timely, and accurate information and documentation.
• Process authorized adjustments including manual payments, retroactive pay, maternity/parental leave supplements, WSIB advances, and court-ordered garnishments.

Pension, Benefits & Employment Changes

• Coordinate pension and benefit deductions, including HOOPP contributions and adjustments related to employment changes, leaves, and terminations.
• Collaborate with Human Resources, Scheduling, and Occupational Health and Safety to ensure accurate system entries, pay coding, and tracking of modified duties or accommodations.

Payroll Systems, Reporting & Reconciliation

• Participate in payroll system testing, configuration updates, and workflow improvements to enhance accuracy, efficiency, and data integrity.
• Utilize reporting tools to validate payroll data, identify discrepancies, and support reconciliation and remittance processes.
• Prepare reports to support internal audits, compliance reviews, workforce planning, and authorized external reporting.

Compliance, Privacy & Year-End Reporting

• Escalate privacy concerns or potential breaches in accordance with privacy policies and reporting procedures.
• Support statutory remittance reconciliation and year-end reporting, including union dues, third-party payments, T4s, ROEs, and pension adjustments.
• Periodically review payroll procedures and documentation to ensure alignment with legislation, collective agreements, and internal policies.

Continuity & Cross-Coverage

• Support payroll continuity by providing training or guidance during absences; contribute to administrative cross-coverage as operationally required.

Other

Duties and responsibilities may change or vary based on operational requirements and/or as directed.

Skills Required

• Demonstrate comprehensive knowledge of payroll legislation and regulatory requirements.
• Demonstrate accurate interpretation and application of collective agreements and organizational policies.
• Demonstrate strong analytical and problem-solving skills to resolve discrepancies and ensure payroll integrity.
• Demonstrate excellent organizational skills with the ability to meet competing deadlines.
• Demonstrate high attention to detail and accuracy in payroll documentation and reporting.
• Demonstrate effective interpersonal and communication skills to collaborate and respond to internal inquiries.
• Demonstrate proficiency in payroll/HRIS systems and advanced use of Excel and data reporting tools.
• Demonstrate adaptability and openness to learning new technologies and processes.

Education/Qualifications Required

• Post-secondary diploma or degree.
• Payroll Compliance Practitioner (PCP) certification required.

Experience Required

• 2-4 years of progressive payroll experience.
• Payroll experience in a unionized and/or not-for-profit environment preferred.

Effort Required

• Sitting for long periods of time in meetings or at desk/computer.
• Day to day activities may lead to moderate stress.

Working Conditions

• Valid G license and access to reliable transportation.
• Flexible working hours may be required to accommodate work requirements.

Why Choose Us

• Competitive wages that recognize the important work you do
• Membership in HOOPP
• Comprehensive benefits coverage
• Employee & Family Assistance Program (FSEAP)

Accessibility, Equity, and Human Rights

Ongwanada is committed to creating an inclusive and accessible workplace. Accommodation is available throughout the recruitment, selection, and employment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Applicants requiring accommodation are encouraged to contact Human Resources.

Disclosure

We do not use artificial intelligence to screen, assess, or make selection decisions in our recruitment process.

191 Portsmouth Avenue
Kingston, Ontario K7M 8A6
Map

Hours of operation: 8 a.m. - 4 p.m. Monday-Friday

Charitable Business Number: 107796393RR0001
Registered Name: Ongwanada Developmental Services