Payroll and Human Resources Coordinator (Full-Time Permanent)

Township of Blandford-Blenheim; Drumbo; On-site; CAD 65,000 - 90,000; Full time

Job summary

Hire Authority in Ontario is seeking a Payroll and Human Resources Coordinator who will manage payroll administration, employee records, benefits, recruitment and onboarding under supervision of the Director of Finance and CAO.

You will coordinate payroll processing for employees, maintain records, support pension and benefits, and assist with HR policy administration, compliance, and reporting while safeguarding confidential information.

Qualifications

• Experience with payroll processing and HR administration preferred.
• Knowledge of Canadian payroll regulations and benefit plans
• Strong attention to detail and confidentiality

Responsibilities

• Coordinate payroll processing for Township employees, Council, volunteers and other groups.
• Maintain payroll records, pay rates, deductions and banking information.
• Support recruitment, onboarding and offboarding activities including offer letters and documentation.
• Maintain HR files, employee records and compliance with privacy regulations.
• Assist with HR policies, reporting, audits and employee inquiries

Job description

POSITION: PAYROLL AND HUMAN RESOURCES COORDINATOR

DEPARTMENT: FINANCE/ ADMINISTRATION

EMPLOYMENT TERM: REGULAR FULL TIME

REPORTS TO: DIRECTOR OF FINANCE/ CHIEF ADMINISTRATIVE OFFICER

POSITION SUMMARY

Under the joint direction of the Director of Finance and Chief Administrative Officer (CAO), the Payroll and Human Resources Coordinator is responsible for the administration and coordination of the Township's payroll and employee benefit functions and provides administrative and technical support for corporate human resources activities. The position coordinates payroll processing, employee records, pension and benefit administration, recruitment and onboarding, attendance and leave records, training records, human resources reporting and related employee lifecycle processes. The Coordinator works closely with Finance staff to support payroll-related accounting, reconciliations, budgeting, reporting and audit requirements. The position provides administrative and research support to the CAO and management team on human resources matters while ensuring sensitive employee information is handled accurately, consistently and confidentially. Strategic human resources direction, complex employee relations matters and significant employment decisions remain under the direction of the CAO.

PRINCIPAL RESPONSIBILITIES

Payroll Administration

• Coordinates and processes regular payroll for Township employees, Council, volunteer firefighters and other applicable employee groups. Implements the strategic direction established by the Director.
• Reviews timesheets, attendance information, overtime, premiums, deductions and other payroll information for completeness and appropriate authorization.
• Maintains employee payroll records, pay rates, deductions, banking information and other payroll-related data.
• Processes salary adjustments, retroactive payments, vacation payouts, termination payments and other payroll adjustments as required.
• Prepares and processes Records of Employment and other employment-related payroll documentation.
• Coordinates statutory and other payroll deductions and remittances in accordance with applicable requirements.
• Supports payroll year-end processes including reconciliation, T4 preparation and reporting.
• Maintains payroll calendars, schedules and established payroll controls.
• Responds to employee and management payroll inquiries and resolves routine payroll discrepancies.
• Maintains current knowledge of payroll requirements and identifies changes requiring updates to Township processes or systems.

Recruitment, Onboarding and Offboarding

• Coordinates the administrative components of recruitment processes.
• Prepares and posts employment opportunities and maintains recruitment documentation.
• Coordinates application materials, interview schedules, interview packages, candidate communications and reference checking.
• Prepares draft employment offers, employment agreements and related documentation for approval.
• Coordinates the onboarding process for new employees and works with departments to ensure required documentation, orientation, payroll, benefits, technology, training and workplace requirements are completed.
• Maintains onboarding checklists and employee orientation materials.
• Coordinates probationary period reminders and related documentation.
• Supports employee offboarding including documentation, payroll and benefit changes, return of Township property and exit processes.

Human Resources Administration and Employee Records

• Maintains complete, accurate and confidential personnel files and human resources records.
• Maintains employee information including employment status, position information, compensation, seniority, attendance, vacation, leaves and other employment-related information.
• Prepares routine employment correspondence, confirmation letters, forms and documentation.
• Maintains organizational charts, employee lists, job descriptions and other corporate HR information.
• Supports administration of Township human resources policies and procedures.
• Responds to routine employee and management inquiries regarding established HR policies, programs and procedures and refers complex matters to the Director of Finance and/ or CAO.
• Tracks important employment dates including probation periods, anniversaries, retirements, contract expirations and other milestones.
• Supports employee recognition and service award programs.
• Maintains records in accordance with Township records management requirements and applicable privacy legislation.

Human Resources Support and Coordination

• Provides administrative, research and coordination support to the CAO on human resources matters.
• Supports the preparation and organization of documentation relating to attendance management, performance management, accommodations, employee relations and other employment matters.
• Conducts research and prepares background information, comparative information and draft documentation for review by the CAO.
• Supports job description reviews, compensation surveys, job evaluation and pay equity maintenance activities.
• Assists with the development, review and implementation of human resources policies, procedures, forms and administrative processes.
• Provides administrative support relating to grievances, investigations, discipline and other labour or employee relations matters as directed by the CAO.
• Maintains confidentiality and exercises discretion when dealing with employee information and sensitive workplace matters.
• Escalates complex, sensitive or precedent-setting human resources matters to the CAO.

Attendance, Leaves, WSIB and Workplace Support

• Maintains employee attendance and leave records and supports administration of sick leave, vacation and other approved leaves.
• Coordinates routine documentation associated with occupational and non-occupational absences.
• Supports administration and documentation of WSIB claims and return-to-work processes in consultation with the Director of Finance and/ or CAO, supervisors and applicable service providers.
• Coordinates required information between employees, management, payroll, benefit