The Payroll Specialist is responsible for the accurate and timely administration of full-cycle payroll operations for a multi-provincial workforce across Canada. This role serves as a subject matter expert in payroll legislation, payroll systems, benefits administration, and payroll compliance while supporting continuous improvement initiatives within the payroll function.
In addition to processing payroll, the Payroll Specialist provides day-to-day technical guidance, coaching, and mentorship to payroll team members, assisting with knowledge transfer, process improvements, and quality assurance activities. This position acts as a key resource to employees, managers, Human Resources, and Finance while ensuring compliance with applicable federal and provincial legislation.
The Payroll Specialist does not have direct supervisory responsibility but is expected to provide leadership, expertise, and support to less experienced payroll staff.
This position is located downtown Calgary, and is an in office position.
Key Responsibilities
Payroll Administration
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Process accurate and timely full-cycle payroll for approximately 400+ employees across multiple provinces and jurisdictions.
- Process weekly and bi-weekly payrolls for hourly and salaried employees, including unionized employee groups.
- Audit payroll transactions, timecards, earnings, deductions, taxable benefits, and payroll adjustments.
- Review and validate imported timekeeping data prior to payroll processing.
- Ensure payroll changes are supported by appropriate approvals and documentation.
- Process employee status changes including hires, terminations, transfers, promotions, leaves of absence, and pay adjustments.
- Issue and maintain Records of Employment (ROEs) in accordance with Service Canada requirements.
- Assist with payroll close activities and balancing procedures.
Compliance & Legislative Administration
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Ensure payroll practices comply with all applicable federal and provincial legislation.
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Maintain compliance with:
- Income Tax Act, Canada Pension Plan (CPP), Employment Insurance (EI)
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Provincial Employment Standards, Workers' Compensation requirements (multi-provincial) and Union collective agreement obligations
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Process and remit garnishments, third-party deductions, and statutory remittances.
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Support internal and external payroll audits.
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Maintain payroll records in accordance with legislative retention requirements.
Payroll Reconciliations & Reporting-
Reconcile payroll accounts and third-party remittance reports.
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Assist with monthly, quarterly, and annual payroll reporting requirements.
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Support year-end processing activities including:
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T4 preparation, Taxable benefit reconciliation, Payroll balancing and annual reporting
- Analyze payroll discrepancies and implement corrective actions.
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Generate payroll reports for Finance, HR, and operational leaders as required.
Benefits Administration-
Administer group benefit enrollments, changes, and terminations.
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Review payroll impacts of benefit deductions and taxable benefits.
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Liaise with benefit providers regarding employee inquiries and eligibility changes.
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Assist with benefit audits and reconciliations.
Subject Matter Expertise & Team Support-
Serve as a payroll subject matter expert for payroll systems, legislation, and internal processes.
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Provide coaching, training, and mentorship to Payroll Administrators and other payroll team members.
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Review work completed by junior team members and provide constructive feedback.
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Assist in onboarding and cross-training new payroll staff.
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Promote payroll best practices and standard operating procedures.
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Support workload balancing within the payroll team during peak processing periods.
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Act as a resource for troubleshooting payroll issues and escalated employee inquiries.
Systems & Continuous Improvement
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Maintain strong working knowledge of ADP Workforce Now and related payroll systems.
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Identify opportunities to improve payroll processes, controls, efficiency, and service delivery.
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Participate in payroll system upgrades, testing, implementations, and process optimization projects.
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Develop and maintain payroll procedures and process documentation.
Additional Responsibilities-
Participate in special payroll, HR, and Finance projects.
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Maintain confidentiality of employee and payroll information.
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Perform other payroll-related duties as assigned by the Payroll Manager.
Qualifications
Education & Professional Certification
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Payroll Compliance Practitioner (PCP) designation required.
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Payroll Leadership Professional (PLP) designation considered a strong asset.
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Post-secondary education in Payroll, Accounting, Finance, Business Administration, or Human Resources is preferred.
Experience
- Minimum 5 years of progressive full-cycle Canadian payroll experience.
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Experience processing multi-provincial payroll.
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Experience supporting unionized payroll environments.
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Experience administering employee benefits programs.
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Experience with year-end payroll processing and reconciliations.
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Experience providing coaching, training, or mentorship to team members.
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Experience working within a high-volume payroll environment.
Technical Skills-
Advanced knowledge of ADP Workforce Now.
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Strong understanding of Canadian payroll legislation.
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Advanced Microsoft Excel skills including:
o Pivot Tables, XLOOKUP/VLOOKUP, Conditional Formatting,
o Reconciliation and audit functions
- Experience working with HRIS and payroll systems.
