Payroll Specialist

Vaco by Highspring; Toronto; Hybrid; CAD 65,000 - 85,000; Full time

Job summary

Vaco by Highspring in Toronto, Ontario is seeking a Payroll & Benefits Specialist who will manage bi-weekly payroll across multiple entities, administer employee benefits and pension programs, and support regulatory filings and month-end closes.

The role requires 3–5 years in payroll/benefits, experience with ADP, Ceridian, Workday or SAP, strong Excel skills (PivotTables, VLOOKUP, XLOOKUP), and solid knowledge of Canadian payroll legislation; hybrid work arrangement available.

Qualifications

• Payroll knowledge for Canadian regulations and compliance.
• 3–5 years of progressive payroll/benefits experience.
• Strong Excel skills including PivotTables, VLOOKUP, and XLOOKUP.
• Experience with major payroll systems (ADP, Ceridian, Workday, SAP).
• Hybrid work environment requiring coordination across Finance and HR.

Responsibilities

• Process bi-weekly payroll accurately and on schedule.
• Administer payroll changes (new hires, terminations, leaves, promotions).
• Prepare and submit payroll filings and tax forms.
• Manage employee benefits and pension programs.
• Reconcile benefit invoices and ensure billing accuracy.
• Support month-end and year-end close and audits.

Skills

Canadian payroll knowledge

Analytical thinking

Communication skills

Excel skills

Team collaboration

Tools

ADP

Ceridian

Workday

SAP

Job description

Reporting to the Finance and Accounting Manager, the Payroll & Benefits Specialist is responsible for ensuring accurate and timely payroll processing for employees across multiple entities. This role oversees payroll administration, employee benefits and pension programs, statutory compliance reporting, and regulatory filings. The position also supports general accounting functions, including payroll-related reconciliations, journal entries, and audit support.

Key Responsibilities

• Process bi-weekly payroll accurately and on schedule.
• Administer payroll changes including new hires, terminations, leaves of absence, promotions, and compensation adjustments.
• Prepare and submit payroll-related filings, including year-end tax forms and statutory remittances.
• Manage employee benefit programs, including health, dental, life insurance, disability, retirement savings, and pension plans.
• Reconcile monthly benefit invoices and ensure billing accuracy.
• Respond to employee inquiries regarding payroll, benefits, and pension programs.
• Maintain accurate employee payroll and benefits records.
• Support annual benefits renewals and communication of plan changes.
• Coordinate and submit required pension reporting to regulatory authorities.
• Prepare and review taxable benefit and compensation reporting.
• Identify and implement process improvements to enhance payroll and benefits administration.
• Monitor legislative and regulatory changes impacting payroll compliance.
• Track payroll and benefits expenditures against budget and provide variance analysis.
• Support annual budgeting and forecasting activities for payroll and benefit expenses.
• Maintain strict confidentiality of employee information.
• Prepare and record journal entries, including year-end accruals.
• Complete payroll-related balance sheet account reconciliations.
• Support month-end and year-end financial close processes.
• Track expenses and prepare billing requests for third-party organizations.
• Assist with internal and external audits by providing payroll and benefits documentation.

Qualifications

Education & Experience

• Payroll Compliance Professional (PCP) or Payroll Leadership Professional (PLP) designation preferred.
• 3 to 5 years of progressive experience in payroll and benefits administration.
• Experience processing payroll for medium-to-large organizations.
• Experience using payroll systems such as ADP, Ceridian, Workday, SAP, or similar platforms.
• Strong knowledge of Canadian payroll legislation, employment standards, and regulatory requirements.
• Understanding of payroll accounting principles and general ledger reconciliations.
• Advanced Microsoft Excel skills, including PivotTables, VLOOKUP, and XLOOKUP functions.
• Strong focus on process improvement and operational efficiency.
• Excellent customer service and stakeholder management skills.
• Strong verbal and written communication skills; bilingualism is considered an asset.
• Highly organized with the ability to manage multiple priorities and deadlines.
• Strong analytical, problem-solving, and critical-thinking abilities.
• Excellent attention to detail and accuracy.
• Demonstrates professionalism, accountability, collaboration, and sound judgment.
• Hybrid work environment with collaboration across Finance, Human Resources, and external service providers.
• Opportunity to contribute to payroll, benefits, and financial operations within a mission-driven organization.