Payroll Specialist

ABOUT US:

Founded in 1976, Startec Thermal and Process's unwavering commitment to solving client problems has driven our growth to become a leader in the engineering, design, manufacture and service of compression and processing and refrigeration systems across North America. Like an Everyday Maverick, our companies are driven to find a better way.

BEHAVORIAL ASSESSMENT:

All applicants must complete the Traits and Behaviors Assessment below when submitting their application. Please proceed using the link: 

POSITION OVERVIEW:

Startec Corporate Services is currently searching for a Payroll Specialist to work at our Shepard office location (9423 Shepard Road SE. Calgary, Alberta T2C 4R6) .  In the role of a Payroll Specialist, you will be responsible for ensuring accurate and timely compensation for employees, handling various aspects of payroll processing, tax compliance, and employee benefits administration. This role requires exceptional attention to detail.

Collaborating with colleagues, the specialist navigates and manages our payroll systems, troubleshoots technical issues, processes salaried and hourly pay and responds to employee payroll questions. The Payroll Specialist ensures compliance with tax regulations, manages benefits administration, and contributes to maintaining a positive and efficient payroll experience.

KEY PERFORMANCE INDICATORS (KPI):

PROCESSING PAYROLL (Weighting 50%)

Time & Attendance Management

• Gather and meticulously verify employee time and attendance data to ensure precise payroll calculations.
• Collaborate with relevant department to accurately capture and record employee work hours.
• Process payroll promptly according to established pay cycles, ensuring adherence to deadlines.
• Incorporate salary structures, benefits, deduction, and tax withholdings in the payroll calculations
• Generate accurate paychecks or facilitate electronic fund transfers, reflecting the calculated compensation.
• Thoroughly validate payroll accuracy, comparing calculated amounts to recorded data.
• Swiftly address and rectify any identified discrepancies, ensuring precise and error-free payroll.

BENEFITS ADMINISTRATION & RECORDKEEPING (Weighting 15%)

Group Benefit Plan Administration

• Oversee the administration of employee benefits, including health insurance, retirement plans, and other benefits.
• Administer the organizations group benefit program, including health, dental, vision, and other insurance plans.
• Ensure accurate deduction and contribution processes for each employees chosen benefits
• Prepare benefits-related reports and summaries for finance and management.
• Address any inquiries, discrepancies, or changes in benefits coverage promptly.

Group RRSP Administration

• Oversee the administration of the company’s Registered Retirement Savings Plan (RRSP)
• Administer the enrollment process for employees in the Group RRSP plan
• Ensure accurate and timely processing of employee contributions to the RRSP plan
• Coordinate with the organizations matching contribution policy, ensuring accurate calculation and application of employer-matched contributions
• Prepare reports summarizing RRSP participation, contributions, and performance for management.
• Ensure compliance with guidelines and reporting requirements related to RRSP administration.
• Administer employee benefit-related deductions, contributions, and other benefit programs processed through the payroll system.
• Ensure employee deductions and employer contributions are accurately calculated, processed, and reconciled in accordance with plan requirements and established payroll schedules.

Other Benefit Administration

• Maintain accurate employee benefit information within the payroll system, including enrolments, changes, and terminations as applicable.
• Identify and resolve discrepancies related to benefit deductions or contributions, working with HR, employees, and Finance as required.
• Prepare benefit-related reports, reconciliations, and supporting information for leadership, Finance, HR, and other stakeholders as required.
• Support ongoing review of benefit administration processes to ensure accuracy, consistency, and alignment between payroll records and benefit programs.

PAYROLL COMPLIANCE & REPORTING (Weighting 20%)

Workers Compensation Board (WCB) Administration

• Act as first point for contact for WCB account related inquiries regarding payroll and benefits concerns or questions.
• Process and record specialized payroll services including workers compensation, retroactive pay, voluntary deductions and other related services.

Payroll Audit Compliance

• Participate in both internal and external audits of payroll processes and transactions.
• Ensure strict adherence to payroll regulations, tax codes, and labor laws to avoid penalties and legal risks.
• Uphold internal controls and data security standards to safeguard sensitive payroll information.

Tax Calculation & Payroll Tax Returns

• Calculate and withhold tazes, including income tax, social security contributions, and other statutory deductions accurately and in accordance with applicable regulations.
• Ensure proper application of tax rates, allowances, and exemptions.
• Prepare and file timely and accurate payroll tax returns, reflecting withheld taxes and other deductions.
• Ensure compliance with tax regulations and submission deadlines.
• Generate detailed payroll-related tax reports for internal analysis and reporting.
• Maintain meticulous records of tax-related transactions for audit and compliance purposes.
• Stay up to date about evolving tax laws, regulations, and amendments that impact payroll calculations.

Payroll Reporting

• Balance and reconcile payroll to the general ledger monthly.
• Reconcile payroll, source deductions, WCB, garnishments, RRSP’s, group benefits and year-end.
• Prepare and submit monthly, quarterly, year end or as required reports and respond to inquiries on the following areas:
  • T4s and T4 summaries
  • Year end reports to balance payroll general ledger accounts
  • Journal entries for payroll transactions.
• Prepare and submit monthly, quarterly, year-end, and ad hoc reports to Business Leaders on employee-related liabilities, including vacation and leave accruals, banked time balances, and other applicable payroll-related obligations.

BUSINESS & EMPLOYEE SUPPORT (Weighting 15%)

Employee Inquiries

• Provide clear explanations and guidance to help employees and managers navigate payroll-related matters.
• Investigate and address any discrepancies or issues raised by employees concerning payroll calculations, benefits, or tax withholdings.
• Manage the company payroll email account, ensuring timely monitoring and response to employee and business payroll inquiries and requests.
• Communicate effectively with employees and the larger HR team regarding group benefits offerings, enrollment procedures, and changes in coverage.

Payroll System Management and User Support

• Update and maintain the payroll manual as practices change and processes are improved.
• Participate in and provide payroll and benefits expertise to project teams supporting initiatives that impact payroll and benefits administration, including HRIS implementations, system enhancements, process improvements, and other related projects.
• Assist with developing and maintaining user-friendly guides and resources that provide step-by-step instructions for using the payroll systems self-service features.
• Coordinate making these user guides and resources accessible to employee on the company’s intranet site for easy reference.

QUALIFICATIONS:

• Certificate, Diploma or bachelor’s degree in Payroll or Accounting/Finance, or related field.
• PCP Designation is considered an asset.
• Minimum 5 years of working experience as a Payroll Specialist or in a similar role.
• Knowledge of payroll regulations, tax laws, and best practices.
• Experience administering payroll across multiple business entities and managing payroll schedules is highly preferred and would be a significant advantage. 
• Experience managing and administering company compensation and benefit programs is desirable.
• ADP Workforce Now payroll experience is considered an asset.
• ADP and Dynamics 365 or similar ERP experience is considered an asset.
• Proficiency in payroll software’s and Microsoft Excel.
• Strong analytical skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.

We offer competitive wages, training, flexible, dynamic, and exciting work environment.

We thank you for your application and interest in our organization. Only those candidates selected for an interview will be contacted.