HR & Payroll Specialist (HRPS)

VPI is a Service Provider for Employment Ontario, which is funded by the Ontario Government to support jobseekers and employers. VPI has been delivering employment programs for more than 30 years and is based in Mississauga, operating in multiple locations across Southern Ontario. Our organizational values rest on 4-pillars which are Ethics, Passion, Innovation, and Courage which support the desire and passion to make a positive and sustainable impact for the individuals we serve.

VPI Employment Services embraces and encourages inclusivity and diversity in the workplace. We are committed to providing accessible employment practices and creating a work environment that encourages and supports our team members be their authentic selves.

We are seeking a highly organized, detail-oriented, and dependable HR & Payroll Specialist to join our Human Resources team. Reporting to the HR Director, this position plays an integral role in supporting payroll, employee lifecycle administration, benefits administration, recruitment, and HR operations. The successful candidate will help ensure our HR and payroll processes are delivered accurately, efficiently, and in compliance with legislative and organizational requirements. This position is being recruited to fill an existing vacancy. This is a hybrid-remote role based our of our Head Office in Mississauga.

Key Responsibilities

Payroll & Benefits Administration

• Process full-cycle payroll accurately and on time in accordance with established payroll schedules and internal procedures.
• Maintain payroll records, employee changes, approvals, and supporting documentation.
• Review and enter payroll-impacting changes including new hires, terminations, salary changes, promotions, transfers, leaves, and benefit updates.
• Complete payroll checklists, audits, and reconciliations prior to submission; investigate discrepancies.
• Coordinate with Finance on payroll reporting, month-end reports, reconciliations, remittances, and inquiries.
• Administer employee benefits enrolments, changes, terminations, and track eligibility.
• Support employees with benefits-related questions, forms, and documentation.

HR Operations & Employee Changes

• Process employment changes including salary adjustments, promotions, location transfers, status changes, and terminations.
• Prepare employment letters, verification letters, offer letters, and change letters using approved templates.
• Maintain accurate employee records in HRIS/payroll systems ensuring files are organized and confidential.
• Maintain HR trackers, employee lists, deadline calendars, and recurring task lists.

Recruitment & Onboarding Support

• Support recruitment activities including job postings, resume screening, interview scheduling, candidate communication, reference checks, and offer preparation.
• Coordinate onboarding documentation and track new hire checklists to ensure a consistent experience.
• Ensure new hire information is entered accurately and on time for payroll and benefits purposes.

Leave Management & Reporting

• Track leaves of absence, return-to-work dates, and related documentation.
• Ensure payroll and benefits impacts related to leaves are tracked and communicated.
• Prepare recurring HR and payroll reports, including month-end reports for Finance.
• Support compliance with employment standards, payroll requirements, internal policies, and documentation standards.

Employee & Manager Support

• Respond to routine employee and manager inquiries related to payroll, benefits, HR processes, and forms.
• Provide professional, timely, and confidential support, escalating complex employee relations or compliance matters to the HR Director.

Qualifications & Experience

Education: Post-secondary education in Human Resources.

• Experience: 2–4 years of experience in payroll administration, HR operations, HR coordination, or a similar role.
• Payroll Knowledge: Hands-on experience processing Canadian payroll is required.
• Systems: Experience with ADP and/or UKG is required.
• Legislation: Strong experience with Ontario employment standards (ESA) and payroll-related requirements is required.
• Benefits: Experience with benefits administration is strongly preferred.
• Certifications: Payroll Compliance Professional (PCP) designation (or working toward it) is strongly preferred. CHRP designation or candidate status is an asset.
• Environment: Experience working in a multi-location, branch-based, or hybrid work environment is an asset.

Required Skills

• Exceptional payroll accuracy and sharp attention to detail.
• Strong organizational skills with the ability to manage recurring deadlines independently.
• High level of professional discretion and confidentiality.
• Excellent written and verbal communication skills.
• Proficient with payroll systems, HRIS, spreadsheets, trackers, and Microsoft Office.
• Strong customer-service orientation when supporting employees, managers, and candidates.

What We Are Looking For

We are looking for someone who takes pride in accuracy, ownership, and follow-through. The successful candidate is organized, dependable, and proactive, with the ability to manage multiple priorities while meeting recurring payroll and HR deadlines. They enjoy working in a collaborative environment, providing exceptional internal customer service, and continuously improving processes to support both employees and the organization.

VPI is an equal opportunity employer committed to diversity, equity, inclusion, and accessibility. We welcome and encourage applications from all qualified individuals and ensure employment decisions are made without discrimination based on any protected characteristic under applicable laws.

We thank all applicants for their interest; only those selected for an interview will be contacted.

VPI is committed to a barrier-free recruitment process. If contacted for an employment opportunity, please advise us in advance of any accommodation needs.