Payroll & Benefits Administrative Assistant

Huron Superior Catholic District School Board; Sault Ste. Marie; On-site; CAD 75,000 - 84,000; Full time

Job summary

Huron-Superior Catholic District School Board is seeking a Payroll & Benefits Administrative Assistant to oversee payroll processing, benefits administration and related year-end duties. The role supports pension year-end tasks and new school year setup within a provincial education environment.

It requires a post-secondary background with payroll exposure, strong Excel/Word skills, and confidentiality. The position is 35 hours/week, 12 months/year, non-union, in Ontario.

Qualifications

• Post-secondary education in business, accounting or HR fields with payroll exposure.
• PCP designation is an asset.
• Minimum of one year payroll and benefits experience.
• Strong knowledge of payroll legislation, pensions and standards.
• Proficient in Excel/Word and office software; data confidentiality is essential.

Responsibilities

• Process payroll for Admin, Principals, Teachers, CUPE and casual staff.
• Review time input, verify adjustments, and finalize payroll bank file.
• Assist year-end T4/T4A processing and pension year-end tasks.
• Support new school year setup and HRIS verifications.
• Reconciling School Cash, handling receipts and donations, and insurance queries.
• Coordinate travel, compile expenses, and prepare credit card reconciliations.

Skills

Advanced Excel

Microsoft Word

Accounting software

Google programs

Discretion/confidentiality

Time management

Education

Post-secondary education in related field

Payroll Compliance Professional (PCP) asset

Tools

Accounting software

Google programs

Electronic databases

Job description

Payroll & Benefits Administrative Assistant

• Payroll & Benefits Administrative Assistant

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POSITION: Payroll & Benefits Administrative Assistant

EFFECTIVE DATE: Immediately

SCHEDULE: 35 hours/week, 12 months/year (Non-Union position)

ANNUALIZED SALARY: $75,090 – $84,466 (estimated)

Reporting to the Manager of Financial Services, the Payroll & Benefits Administrative Assistant is responsible for collecting, verifying, and assisting with the payroll and benefit function across the Board.

RESPONSIBLITIES & DUTIES:

A. Payroll Processing

• Process payroll for all employee groups (Admin; Principals; Teachers; CUPE; Occasional Teachers; Casual Support).
• Review and verify time input source documents and process authorized adjustments.
• Review and verify payroll calculations, assist in finalizing the payroll and preparing the payroll bank file.
• Supports statutory payroll tax remittance obligations.

C. Payroll Year-End Processing

• Assist with year-end processing to ensure accurate and timely production of T4/T4A forms for the February deadline.
• Enter authorized year-end payroll adjustments.
• Assist with balancing all payroll deductions on T4 Summary with payroll deduction reports.
• Assist in the processing any payrolls due in the first week of January.
• Respond to any inquiries from employees, as required.

D. Pension Year-End Processing

• Assist with review of year-end pension audit reports for OMERS and TPP; follow-up on errors/warnings.
• Prepare and enter authorized adjustments to ensure all service records are correct.
• Support with processing all required forms (e.g. termination; leaves).
• Respond to any inquiries from employees or pension plans, as required.

E. New School Year Setup

• Collect and organize staffing spreadsheets from Human Resources.
• Update long-term disability (LTD) spreadsheet.
• Verify new employees in HRIS and other related systems for payroll, pension, and benefits.

F. Catholic Education Foundation Management

• Assist with School Cash account and record debit and credit entries.
• Issue and send out all income tax deductible receipts for all divisions of the Catholic Education Foundation (i.e., General; AsOne; and Helping Hands, Caring Hearts).
• Receive and maintain records of requests for financial aid from Helping Hands, Caring Hearts, and prepare cheques for recipients.
• Record all donations and complete monthly bank reconciliations.

G. Insurance / General Administration

• Respond to insurance related questions and perform as the liaison person for insurance matters.
• Set up and register new members for online access to insurance portal.
• Provide reporting to Ontario School Boards’ Insurance Exchange (OSBIE) as required.
• Assist schools regarding the preparation of incident reporting in accordance with insurance requirements.
• Review and verify expenses related to travel and accommodation for all Board employees.
• Organize travel arrangements and secure pricing for hotels and vehicle rentals.
• Prepare credit card reconciliations and present for posting.

QUALIFICATIONS & SKILLS:

• Post-secondary education in a related field of study (e.g. Business; Accounting; Human Resources), preferably with specialized courses in payroll administration.
• Payroll Compliance Professional (PCP) designation is considered an asset.
• Minimum of one year of experience in administering payroll and benefit functions is required; prior experience within the public sector is preferred.
• Solid working knowledge of payroll-related legislation and regulations, employment standards, collective agreements, and pension reporting.
• Committed to maintaining professional currency and awareness of evolving payroll-related legislation and industry best practices.
• High level computer skills, including advanced Excel and Word in Microsoft Office, accounting software, Google programs and electronic databases.
• Must demonstrate discretion in dealing with sensitive/confidential matters and exhibit a high level of confidentiality.
• Excellent time management, organizational, and problem-solving skills with ability to multi-task.
• Effective oral and written communication skills and interpersonal skills.
• Strong attention to detail and high degree of accuracy.
• Must be able to work under pressure and meet strict deadlines.
• Ability to adapt to changing priorities.

THIS BOARD IS AN EQUAL OPPORTUNITY EMPLOYER: In compliance with the Ontario with Disabilities Act and the Ontario Human Rights Code, the Huron-Superior Catholic District School Board is committed to providing accommodations to persons with disabilities. The Board will take into account the person’s ability to access information and will provide the information contained in Board-produced public documents in a format that meets those needs as agreed upon with the person. Please contact the Human Resources Department at 705-945-5610 prior to the posting closing date so that appropriate arrangements can be made.