Payroll and HR Administrator

Kaizen Lab Inc.; Saskatoon; On-site; CAD 42,000 - 56,000; Full time

Job summary

YMCA of Saskatoon is seeking an entry-level Payroll and HR Administrator to join our team in Saskatoon. This full-time role supports payroll processing, benefits, pension, HRIS records, and employee lifecycle tasks.

You will work closely with employees and managers, handling routine payroll items, answering questions, and ensuring data accuracy. Training will be provided to develop your payroll and HR knowledge in a community-focused nonprofit setting.

Qualifications

• Entry-level payroll/HR support; training provided.
• Some post-secondary education in HR, payroll, or business admin is an asset.
• Experience with payroll, HRIS, accounting, or office admin is an asset.

Responsibilities

• Process biweekly payroll for staff; ensure accuracy.
• Review hours, earnings, deductions, and leave balances.
• Respond to routine payroll questions from employees.
• Assist with payroll reconciliations, reporting, and year-end tasks.
• Monitor deadlines and notify staff of required actions.
• Coordinate benefits and pension enrollment, changes, and terminations.
• Set up new employees in HRIS and maintain records.
• Support onboarding and offboarding activities.

Skills

Attention to detail

Organizational skills

Communication

Problem solving

Accountability

Education

Post-secondary ed in HR/Payroll/Business Admin

Equivalent combinations of education/experience

Tools

Excel

Outlook

Word

Job description

About the YMCA of Saskatoon

The YMCA of Saskatoon is a charitable, community-based organization committed to building healthy communities through programs that promote personal growth, social responsibility, and connection. Serving individuals and families across Saskatoon and surrounding communities, the YMCA provides a wide range of services, including childcare, health and fitness, aquatics, camps, before- and after-school care, and family programs.

As an employer, the YMCA of Saskatoon offers a supportive, inclusive, and mission-driven workplace where employees are valued for their contributions and encouraged to grow personally and professionally.

Position Summary

The Payroll and HR Administrator is a full-time, permanent position working 40 hours per week. The role supports the accurate and timely administration of payroll, employee benefits, pension, HRIS records, and key employee lifecycle processes.

This is an entry-level opportunity for someone interested in building a career in payroll and human resources. Previous payroll or HR experience is helpful but not required. Training will be provided to a candidate who demonstrates strong attention to detail, accountability, sound judgment, and a willingness to learn.

The successful candidate will understand that accuracy and quality are more important than completing work quickly. They will take ownership of their responsibilities, follow through on requests, verify information when something does not appear correct, and ask questions before errors occur.

This role serves as a first point of contact for routine payroll and HR administrative requests and works closely with employees and managers across the organization.

Key Responsibilities

Payroll Administration

• Support the processing of biweekly payroll for employees across the organization.
• Review employee hours, earnings, deductions, leave balances, and payroll changes for completeness and accuracy.
• Follow up with employees and managers regarding missing, incomplete, or inconsistent payroll information.
• Identify payroll discrepancies and bring forward questions before payroll is finalized.
• Prepare and support Records of Employment, T4s, payroll adjustments, and other payroll documentation.
• Maintain accurate payroll records and supporting documents.
• Respond to routine employee questions regarding pay statements, deductions, leave balances, and tax forms.
• Assist with payroll reconciliations, reporting, corrections, and year-end activities.
• Monitor payroll deadlines and communicate required actions to employees and managers.

Benefits and Pension Administration

• Coordinate benefits and pension enrolments, changes, and terminations.
• Monitor employee eligibility dates and initiate required enrolment or change processes.
• Maintain accurate benefits and pension information in the HRIS.
• Respond to routine employee questions and direct more complex matters to the appropriate person or provider.
• Assist with benefits and pension reporting, reconciliations, records, and employee communications.

HRIS and Employee Records

• Set up new employees in the HRIS and assign required onboarding documents and checklists.
• Process employee changes, including wage updates, position changes, transfers, leaves, returns from leave, and terminations.
• Maintain accurate and current employee records.
• Monitor outstanding documents and follow up directly with employees and managers.
• Review information for accuracy and address missing or inconsistent data.
• Maintain employee files in accordance with confidentiality, privacy, and recordkeeping requirements.
• Prepare routine payroll, workforce, and HR reports.

Employee Lifecycle Administration

• Coordinate the administrative components of employee onboarding and offboarding.
• Prepare standard employment letters, payroll confirmations, benefits correspondence, and other routine HR documents.
• Ensure required employment and onboarding documentation is completed and properly maintained.
• Support departure processes, including final payroll information, benefits termination, pension updates, Records of Employment, and system notifications.
• Track probationary periods, benefits eligibility, pension eligibility, employment terms, work permits, and other important dates.
• Respond to routine employee and manager questions regarding HR processes, forms, policies, and system access.
• Refer complex, sensitive, or higher-risk matters to the HR Director.

Recruitment Administration

• Post job opportunities and organize applications.
• Coordinate interviews and candidate communication.
• Prepare offer letters and standard pre-employment documentation using approved templates.
• Coordinate reference checks, criminal record checks, certifications, and other pre-employment requirements.
• Maintain recruitment records and track active vacancies.
• Support the transition from recruitment to employee onboarding.

HR Operations and Employee Service

• Serve as a first point of contact for routine payroll and HR administrative questions.
• Respond to requests professionally, respectfully, and within a reasonable timeframe.
• Take ownership of assigned requests and follow them through to completion.
• Maintain calendars, trackers, reminders, and checklists for recurring responsibilities and deadlines.
• Apply established procedures consistently and accurately.
• Use judgment to determine when to proceed independently and when to ask questions or elevate a concern.
• Support HR communications, reporting, audits, projects, and organizational initiatives.
• Maintain and update payroll and HR procedures, templates, checklists, and reference materials.
• Identify practical opportunities to improve accuracy, service, and efficiency.

Qualifications

• Some post-secondary education, training, or coursework in Human Resources, Payroll, Business Administration, Accounting, Office Administration, or a related area is an asset but is not required.
• Previous administrative, payroll, HR, accounting, customer service, or office experience is an asset.
• Experience using payroll, HRIS, accounting, or employee management systems is an asset.
• Comfort learning new systems, processes, and administrative requirements.
• Basic proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Equivalent combinations of education, experience, skills, and demonstrated potential will be considered.

Skills and Competencies

• Exceptional attention to detail and commitment to accuracy.
• A quality-over-quantity approach to work.
• Accountability and willingness to take ownership of responsibilities.
• Ability to follow tasks and requests through to completion.
• Strong organizational and time-management skills.
• Ability to manage recurring deadlines and multiple open items.
• Sound judgment and willingness to pause, verify information, and ask questions.
• Strong problem-solving skills and curiosity when information does not appear correct.
• Professionalism and discretion when handling confidential information.
• Clear, respectful, and responsive communication.
• Strong employee-service orientation.
• Dependability and consistency in completing routine responsibilities.
• Ability to work independently while accepting guidance and feedback.
• Willingness to learn and gradually assume greater responsibility.
• Comfort working in a changing, multi-site, non-profit environment.

Working Conditions

• Full-time, permanent position working 40 hours per week.
• Office-based position with regular computer use.
• Standard business hours, with some flexibility required during payroll deadlines and year-end activities.
• Regular interaction with employees and managers across departments and locations.
• Work involves access to confidential payroll, employment, and personal information.