Payroll Coordinator (26-209)

Job Title: Payroll Coordinator
Bargaining Unit: Non-Union
Language Requirement: English Essential
Vacancy Status: Temporary vacancy - additional headcount

Cornwall is a beautiful community with a population of 47,000 situated on the banks of the St. Lawrence River in Eastern Ontario. The city offers a wide array of urban amenities, making it an excellent place for a career and raising a family. With a growing economy, expanding population and fantastic quality of life, there has never been a better time to start the next phase of your career with the City of Cornwall! Cornwall is a diverse and progressive community where residents and partners feel safe, welcomed, and enjoy a high quality of life supported by access to financially responsible and sustainable municipal services and infrastructure. 

Position Summary

The Coordinator, Payroll is responsible for administering payroll for the municipality, ensuring accurate and timely processing of payroll and compliance with all relevant regulations. This role involves handling complex payroll tasks, remittances, and reporting, while providing exceptional support to employees regarding payroll inquiries.

Key Responsibilities 

• Process bi-weekly payroll and prepare related statutory reports, ensuring accuracy in calculations and adherence to deadlines.
• Prepare and submit bi-weekly and monthly payroll remittances, ensuring compliance with tax regulations, municipal policies, and submission deadlines.
• Review and verify data entered into payroll software for accuracy and to maintain data integrity.
• Resolve payroll discrepancies by conducting reviews and collaborating with relevant departments.
• Process required garnishments and required deductions.
• Prepare payroll reports and summaries for management review.
• Coordinate with HR to prepare employee benefits deductions and other payroll-related adjustments.
• Ensure compliance with all applicable labor laws, regulations, and municipal policies related to payroll administration.
• Communicate effectively with employees and external interest-holders regarding payroll inquiries, providing timely and accurate information.
• Calculate and process retroactive pay adjustments in accordance with collective agreements, compensation policies, or administrative directives.
• Finalize end-of-employment pay for departing employees, including vacation payouts and entitlements, in collaboration with HR and department managers.
• Prepare year-end payroll documents, including T4s and other statutory reports.
• Support the payroll team in maintaining accurate employee records and databases, ensuring timely updates.

Leadership of Others

• N/A

Position Requirements 

Education & Certifications:

• Diploma in Business Administration, Business Accounting, Finance, Human Resources, or a related field.

Experience:

• Minimum of 3 years of experience in payroll administration or a similar role.

Equivalent combination of education and experience may be acceptable.

Knowledge, Skills, and Abilities: 

• Attention to Detail: Strong focus on accuracy in payroll processing and reporting.
• Technical Proficiency: Proficiency in payroll and accounting software and MS Office, especially Excel. Selected applicants will be tested in Excel and must achieve a score of 70% or higher to move to the next stage of the recruitment process. 
• Problem-Solving: Proven ability to identify and resolve payroll-related issues efficiently.
• Communication: Exceptional verbal and written communication skills for effective interaction with employees, management, and external interest-holders.
• Time Management: Ability to prioritize tasks and manage multiple deadlines in a fast-paced environment.
• Analytical Skills: Capability to analyze payroll data and trends to inform decision-making.
• Confidentiality: Strong understanding of confidentiality principles and the ability to handle sensitive information with discretion and integrity.

Working Conditions 

• Work is performed primarily in an office, with minimal travel for training or meetings.
• Cognitive demands include maintaining a high level of concentration and attention to detail.
• Physical demands include extended periods of sitting and looking at a computer screen, as well as some lifting of documents and operating office equipment.
• Standard business hours, Monday to Friday, with occasional flexibility needed during peak payroll and accounting periods.

If selected for this role, you will need to provide:

• Successful reference check (two work-related references, with a minimum of one being a direct supervisor)
• Satisfactory Criminal Record and Judicial Matters Check
• Proof of certifications

Additional Information:
The Corporation of The City of Cornwall strives to promote and demonstrate the values of Equity, Diversity, and Inclusion. We are committed to reflecting the diversity of the community we serve and encourage qualified candidates of all backgrounds and abilities to apply. Accommodation will be provided in all parts of the hiring process as required. Applicants need to make their needs known in advance.

We thank all applicants for their interest, however, only those selected for interviews will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

The City of Cornwall is an equal-opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the City, we respect, encourage and celebrate our diversity. The City of Cornwall is committed to providing accommodation throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.

Please save a copy of this posting for your records. Please ensure that your application clearly demonstrates how you meet each of the required qualifications. Please note, selection for further consideration will be based on the information you provide in your application. Interviews may be conducted virtually through Microsoft Teams or in-person.

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