Payroll Specialist

Position Summary
Right Time Group of Companies is seeking a detail-oriented and experienced Payroll & Benefits Specialist to support the accurate and timely administration of payroll, employee benefits and retirement savings programs across our Canadian operations.
Reporting to the Manager, Payroll & Benefits, the successful candidate will be responsible for processing multi-provincial payrolls for unionized and non-unionized employees, supporting benefits and RRSP administration, completing payroll reconciliations and audits, and assisting with year-end payroll activities and statutory reporting.

The role requires a strong understanding of Canadian payroll legislation, exceptional attention to detail and the ability to manage competing priorities within a deadline-driven environment.

As a key member of the Payroll & Benefits team, the Specialist will also serve as a resource to employees, managers and HR colleagues, responding to payroll and benefits inquiries, resolving discrepancies and supporting continuous improvement in payroll and benefits administration.

Key Responsibilities
Payroll Administration & Processing

Process accurate and timely bi-weekly payrolls for employees across multiple Canadian provinces, including salaried, hourly, commissioned, unionized and non-unionized employees.
Administer payroll in accordance with applicable federal and provincial legislation, collective agreements, employment contracts and company policies.
Review and validate payroll inputs, including new hires, terminations, salary changes, bonuses, commissions, overtime, allowances, retroactive adjustments and other compensation changes.
Review and reconcile employee time and attendance information, earnings, deductions and other payroll transactions to ensure accuracy.
Conduct pre-payroll and post-payroll audits, identify discrepancies and coordinate corrections before payroll finalization.
Process statutory and voluntary deductions, including income taxes, CPP, EI, union dues, benefit premiums, RRSP contributions, garnishments and other authorized deductions.
Prepare and submit Records of Employment (ROEs), ensuring accuracy and compliance with Service Canada requirements.
Process termination-related payments, including vacation payouts, statutory entitlements and other approved termination payments.
Respond to employee and management inquiries regarding payroll calculations, deductions, tax treatment and payment discrepancies.
Maintain accurate payroll records and supporting documentation in accordance with legislative requirements and company policies.

Benefits Administration

Support the administration of the Company's group benefits programs, including extended health care, dental, vision, life insurance and other applicable benefits.
Monitor employee benefits enrolments, changes and terminations processed through Dayforce to ensure accurate and timely transmission of information to benefits providers.
Conduct regular audits of benefits eligibility, employee coverage, enrolment information and payroll deductions.
Reconcile benefits premiums, payroll deductions and provider invoices, identifying and resolving discrepancies.
Investigate and resolve benefits-related issues, including coverage discrepancies, missed deductions, eligibility concerns and employee inquiries.
Coordinate with benefits providers, HR and Payroll to resolve outstanding administrative issues.
Support benefits administration during employee leaves of absence, changes in employment status and terminations.
Assist with annual benefits renewal activities, employee communications and implementation of approved plan changes.
Maintain accurate benefits records and support compliance with applicable plan provisions and company policies.

RRSP Administration

Administer employee participation in the Company's group RRSP program, including enrolments, contribution changes and terminations.
Coordinate employee onboarding and offboarding within the RRSP program, ensuring accurate and timely updates with the plan provider.
Review and reconcile employee and employer RRSP contributions against payroll deductions and provider records.
Investigate and resolve contribution discrepancies, missed deductions and other RRSP-related issues.
Respond to employee inquiries regarding RRSP eligibility, enrolment, contribution changes and employer matching provisions.
Maintain accurate records and support the administration of the program in accordance with company policies and plan requirements.

Year-End Payroll & Statutory Reporting

Support the preparation, validation and reconciliation of year-end payroll information, including T4 slips and T4 summaries.
Review year-end taxable earnings, statutory deductions, taxable benefits, pension adjustments where applicable, and other required reporting information.
Reconcile annual payroll registers, statutory remittances and payroll reports to ensure accuracy and completeness.
Assist with year-end adjustments, including taxable benefits, outstanding payroll corrections and other required adjustments.
Support the preparation and distribution of employee tax slips within prescribed deadlines.
Assist with year-end reporting requirements across applicable Canadian jurisdictions.
Support annual payroll system updates, including tax tables, statutory deduction rates, contribution limits and other legislated changes.
Investigate and resolve year-end discrepancies, including employee inquiries regarding tax slips.
Support payroll reporting and documentation required for internal audits, external audits and regulatory reviews.

Payroll Reconciliations, Reporting & Compliance

Perform regular reconciliations of payroll earnings, deductions, benefits premiums, RRSP contributions and statutory remittances.
Review payroll-related general ledger reports and assist Finance in identifying and resolving reconciliation discrepancies.
Prepare payroll and benefits reports as required for Finance, HR and management.
Monitor payroll transactions for compliance with applicable employment standards, taxation requirements, collective agreements and company policies.
Maintain appropriate documentation and audit trails to support payroll accuracy, compliance and internal controls.
Assist with government inquiries, payroll audits and other compliance-related requests.
Identify recurring payroll and benefits issues and recommend corrective actions.

Systems Administration & Continuous Improvement

Maintain accurate employee payroll and benefits information within Dayforce.
Monitor system-generated transactions and interfaces to ensure accurate processing of payroll and benefits information.
Investigate system-related discrepancies and coordinate with HR, IT, Dayforce support and external providers as required.
Participate in system testing, upgrades, configuration changes and process improvements.
Maintain and update payroll and benefits procedures, documentation and process guides.
Identify opportunities to improve payroll accuracy, strengthen controls, reduce manual administration and enhance the employee experience.
Support special projects and other payroll and benefits initiatives as required.

Employee Support & Confidentiality

Provide timely, professional and accurate responses to employee inquiries regarding payroll, benefits and RRSP programs.
Work collaboratively with HR, Finance, branch leadership and external providers to resolve issues.
Maintain strict confidentiality of employee personal information, compensation records, benefits information and other sensitive data.
Deliver a high standard of internal customer service while balancing accuracy, compliance and operational deadlines.

Professional Experience & Qualifications

Payroll Compliance Professional (PCP) designation required, or substantially completed with a commitment to obtaining certification.
Minimum 3 years of experience processing full-cycle Canadian payroll, preferably in a multi-provincial environment
Experience processing payroll for both unionized and non-unionized employees, including the application of collective agreements.
Experience with Dayforce strongly preferred.
Previous experience administering employee benefits and group RRSP programs is preferred.
Strong knowledge of Canadian payroll legislation, statutory deductions, employment standards and year-end reporting requirements.
Experience preparing or supporting T4 processing, payroll reconciliations and statutory reporting.
Strong Microsoft Excel skills, including the ability to analyze and reconcile payroll data.
Excellent attention to detail, analytical skills and problem-solving abilities.
Strong organizational skills and the ability to manage multiple deadlines.
Excellent written and verbal communication skills.
Strong customer service orientation and the ability to communicate effectively with employees and leaders at all levels.
Ability to work independently while collaborating effectively with a broader team.
High degree of discretion and confidentiality when handling sensitive employee information.
Demonstrated commitment to process improvement, accuracy and operational excellence.