Payroll Specialist (May 2025)

Casey House; Toronto; Hybrid; CAD 65,000 - 78,000; Full time

Job summary

An innovative healthcare facility is seeking a dedicated Payroll Specialist to join their finance team. This role is crucial in managing the payroll process for a diverse staff, ensuring compliance with legal standards while fostering a supportive work environment. The ideal candidate will have experience in payroll management, strong analytical skills, and a commitment to community service. Join a team that values compassion and integrity while contributing to meaningful healthcare solutions. This is a fantastic opportunity to make a positive impact in a dynamic and supportive setting.

Benefits

Healthcare of Ontario Pension Plan (HOOPP)

Comprehensive benefits by Manulife

24/7 Employee Assistance Plan

Free on-site parking

Indoor-secured bicycle parking

Qualifications

• 3-5 years of Canadian payroll experience in a unionized environment.
• Familiarity with CRA, ESA, WSIB compliance standards.

Responsibilities

• Deliver bi-weekly payroll and ensure compliance with all regulations.
• Manage time and attendance systems and prepare financial reports.

Skills

Payroll Processing

Compliance with CRA and ESA

ADP Workforce Now

Microsoft Excel

Analytical Skills

Interpersonal Skills

Education

Diploma or Degree in Accounting

Payroll Compliance Practitioner (PCP)

Tools

ADP Workforce Now

Financial Edge ERP

Job description

AboutCasey House

Casey House is unlike any other hospital. We are a specialty hospital providing ground-breaking holistic care for people living with and at risk of HIV. We offer a growing mix of inpatient, outpatient, and community-based services that meet clients where they are in their individual journeys to health and wellness. Our safe, welcoming, and judgement-free environment promotes a sense of belonging and community, where the humanity of each client is at the heart of everything we do.

To support us in this work, we are committed to building a team that reflects the diversity of the community in which we live and serve, including 2SLGBTQ+, Indigenous, Black, andother racialized communities,as well as those living with HIV.Every Casey House staff member, peer, and volunteer acts and delivers care to clients in accordance with our purpose, values, and philosophy of care. If you share our values, we would love to have you in our team!

For more information about Casey House, please visit our website.

Aboutthe Opportunity

We currently have an opportunity forone (1) Payroll Specialist to join our Finance team on a permanent, full-time basis.

Hours of Work:37.5 hours per week, Monday to Friday with after hours/evening work as scheduled.This is a hybrid position.Candidates must be available to work in person at Casey House during all scheduled work hours.

Reports to:Chief Financial and Operating Officer

Salary range: $65000 - $78000 annum

The Payroll Specialist owns the end-to-end bi-weekly payroll and time-and-attendance cycle for approximately 120 union and non-union employees, ensuring every pay run, remittance, and year-end report is delivered accurately, compliantly, and reliably. The role optimizes ADP Workforce Now/eTime, administers HOOPP, reconciles Manulife premiums, WSIB and union remittances, and provides cross-organizational payroll and time guidance. The Payroll Specialist supports fiscal stewardship and enables us to deliver on our commitment to dignified, harm-reduction-oriented care for people living with and at risk of HIV.

Responsibilities:

Payroll processing & compliance:

• 
  

  Deliver error-free, bi-weekly payroll, meeting all legislative, collective-agreement, and policy requirements.

  
  

• 
  

  Interpret collective agreements, ESA, and CRA rules to apply correct earning, deduction, and termination codes

  
  

• 
  

  Prepare ROEs, termination packages, retro/bonus/on-call/vacation payouts, and annual T4/T4A files;

  
  

• 
  

  Reconcile and prepare annual returns for CRA, EHT, and WSIB ensuring all statutory and regulatory deadlines are met.

  
  

• 
  

  Maintain internal controls and compliance of overall payroll process

  
  

Time & Attendance System Management:

• 
  

  Configure and audit pay rules, schedulers, and accrual profiles within the HRIS

  
  

• 
  

  Coordinate and apply historical edits and retro payments

  
  

• 
  

  Review timesheets and maintain time/pay rules as applicable.

  
  

Financial reconciliation & reporting:

• 
  

  Prepare bi-weekly payroll journal entries and variance explanations for import to Finance ERP, supporting timely month-end close.

  
  

• 
  

  Reconcile and submit HOOPP, union dues, WSIB, EHT, and benefit provider remittances

  
  

• 
  

  Support internal/external and year-end audits with complete payroll, attendance, and accrual documentation.

  
  

Pension & Benefits Administration:

• 
  

  Manage HOOPP enrolments, terminations, and annual MDC reconciliation.

  
  

• 
  

  Coordinate benefit rate updates and other retroactive adjustments arising from plan policy changes.

  
  

Stakeholder support, training, and continuous improvement:

• 
  

  Utilize all internal tools and defined processes to ensure optimal productivity, service excellence and make recommendations for best practices to employees

  
  

• 
  

  Conduct regular and ad-hoc reviews of payroll set up and processes to identify deficiencies within existing procedures and/or configuration; recommend and implement enhancements to drive productivity, efficiencies, service excellence and full payroll compliance.

  
  

• 
  

  Provide consultative advice to educate and advise employees and leaders on different payroll enquiries

  
  

• 
  

  Liaise with HRIS to test, implement, and document system fixes/enhancements.

  
  

Qualifications:

Education & Experience:

• 
  

  Diploma or degree in Accounting, Finance

  
  

• 
  

  Payroll Compliance Practitioner (PCP) or equivalent; Certified Payroll Manager (CPM) an asset. *note - both certifications from the CPA*

  
  

• 
  

  3-5 years’ end-to-end Canadian payroll experience, in a unionized healthcare or public-sector environment

  
  

Technical Skills:

• 
  

  Familiarity with finance ERP (e.g., Financial Edge)

  
  

• 
  

  Advanced ADP WFN & eTime configuration an asset;

  
  

• 
  

  Competency with Microsoft Office, specifically Excel

  
  

• 
  

  Demonstrated ability to adhere to CRA, ESA, WSIB, and other legislative compliance standards

  
  

• 
  

  Experience and knowledge with Public Sector Pension Plan and/or Healthcare of Ontario Pension Plan policies, rules, and regulations.

  
  

Additional competencies:

• 
  

  Effective communication, interpersonal, and time-management skills, able to self-prioritize work.

  
  

• 
  

  Detail-oriented with strong analytical skills, accuracy, and organization

  
  

• 
  

  Ability to translate complex payroll concepts into accessible language for non-experts.

  
  

• 
  

  High standards of ethics and confidentiality to handle sensitive information with discretion

  
  

About the Benefits:

• Participation in Healthcare of Ontario Pension Plan (HOOPP)


• Competitive personal entitlement plan


• Comprehensive benefits provided by Manulife, including extended health, dental, life insurance, and LTD coverage


• 24/7 access to Employee and Family Assistance Plan


• Free on-site indoor parking (based on daily availability)


• Indoor-secured bicycle parking

Most importantly, you will join us with an open mind, and a compassionate and empathetic desire to make a positive difference in your community.

Casey House is committed to providing accommodation in all parts of the hiring process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Please be aware that Casey House has adopted a mandatory COVID-19 vaccination policy, which requires all staff to be fully vaccinated, or for those not able to receive the COVID-19 vaccine, provide medical documentation and undertake point of care antigen testing no later than 48 hours prior to the start of each shift

This posting will close at 11:59 PM on Monday, May 26 2025.