Payroll, Pension and Benefits Specialist

The Payroll, Benefits, and Pension Specialist is responsible for the bi-weekly payroll, pension, and benefit processing functions. This includes ensuring accurate and timely payroll calculations, adherence to legal and regulatory compliance, and effective administration of employee benefits and pension plans. The role requires a proactive approach in addressing payroll discrepancies, liaising with external providers, and supporting audit processes. Additionally, the specialist will provide guidance on benefits administration, disability claims, and pension program updates, while supporting various corporate projects related to payroll and benefits. This role ensures a seamless experience for employees and compliance with municipal, provincial, and federal regulations.

This is a TEMPORARY position, for approximately 12 months (until December 31, 2027)

This position is eligible for a hybrid work model, whereby employees can work both remotely and from a Sturgeon County office location. Specific in-office expectations will be discussed during the recruitment process.

KEY DUTIES AND RESPONSIBILITIES
Financial Processing (50%)
Payroll Processing:

• Prepare and process bi-weekly payrolls for all employees, including salaried and hourly staff.
• Responsible for timesheet verification, attendance records, calculations for wages, overtime, deductions and to ensure accurate input of payroll data into the payroll system.
• Responsible for processing new hires, terminations, and employee changes.
• Coordinate with Human Resources to ensure all payroll transactions are accurate and complete and resolve any discrepancies in payroll by applying problem solving tactics and financial analysis.
• Maintain compliance with municipal, provincial, federal, and local payroll regulations by staying current with changes in payroll laws and regulations and ensuring all payroll processes adhere to relevant legal standards.
• Prepare and file all necessary payroll tax documents periodically as required and to respond to payroll related inquiries from tax authorities.
• Generate and distribute payroll reports to management on departmental payroll activities and prepare reports for audits and internal reviews.
• Responsible for creating and maintaining payroll processes and procedures for continuity of operations.
• Ensure that third party providers, relative to payroll and benefits, receive their payments in accordance with their terms and conditions.
• Complete financial reconciliation and prepare journal entries to process through the core financial system.

Pension and Benefit Processing:

• Processes bi-weekly pension and benefit reconciliations, ensuring that deductions, contributions, and adjustments are accurately reflected.
• Maintains up-to-date pension and benefit information in financial and HR systems, ensuring all supporting documents and working papers are accurate.
• Processes bi-weekly Local Authorities Pension Plan (LAPP) reconciliations, providing supporting backup to meet LAPP year-end audit requirements.
• Coordinates and prepares necessary documentation for audits related to payroll and benefits, assisting with year-end financial statement audits when needed.

Audit Support and Compliance:

• Assists with various audits including the annual financial statement audit required by PSAS and the Municipal Government Act, Apex Pension Plan audit, Local Authority Pension Plan (LAPP) audit, and Workers Compensation audit. Ensures all required documentation is accurate, up-to-date, and in compliance with legislative and regulatory requirements.
• Responds to audit inquiries, prepares necessary financial reconciliations and reports, and ensures the organization meets employment standards, Canada Revenue Agency (CRA) regulations, and other relevant financial and regulatory requirements.

Benefit and Disability Administration (40%)

• Coordinates and monitors short- and long-term disability claims for both hourly and salary employees, ensuring claims are processed and closed in a timely manner.
• Acts as one of the primary liaisons for pension, and benefits, providing timely and accurate information to staff, Council, and external stakeholders.
• Administers the pension and benefits program, incorporating provider changes and employee updates as necessary.
• Assists with the development and maintenance of employee benefit plans, coordinating with providers, carriers, and brokers to ensure up-to-date offerings.
• Onboards new employees to the pension and benefit programs, conducting orientations and ensuring staff have full understanding of the available programs.
• Provides ongoing assistance to retirees regarding pension and benefit options and ensures retirees remain informed about the post-retirement benefit program.
• Maintains accurate and timely benefit and pension records for all employees, ensuring that all changes, enrollments, and other adjustments are properly recorded in the system.

Other Related Duties (10%)

• Advise, support, and assist with corporate projects related to payroll and benefits administration (ex. Employment changes, system conversions, human resource projects, etc.)
• Adhere to responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System, Records Management Program, legislation, and policies.
• Support the County’s Records and Information Management Program by maintaining, controlling, and disposing of payroll records.
• Perform additional related duties as assigned by the supervisor.

KNOWLEDGE, EDUCATION, QUALIFICATIONS, SKILLS, ABILITIES, AND EXPERIENCE
The following are required in this position:

• Bachelor’s degree in accounting, finance, or a Payroll Compliance Practitioner (PCP) Certification.
• A clear Police Information Criminal Record Check is required.
• A minimum of 3 years payroll experience, or equivalent, required.
• Comprehensive understanding of payroll cycles, calculations, and procedures.
• In-depth knowledge of federal and provincial tax laws and regulations.
• Understanding of accounting principles and practices.
• Knowledge of benefits management, deductions, and records management practices.
• Strong understanding of payroll laws, employment standards, labor laws, and regulations.
• Detail-oriented with strong mathematical aptitude, organizational skills, and the ability to analyze issues, think critically, and apply problem-solving skills to provide effective solutions.
• Ability to communicate clearly and professionally verbally and in writing, including being adaptable, receptive, and timely when communicating with others, and possessing tact and discretion.
• Ability to communicate financial information in a manner understandable to non-financial individuals.
• Ability to take initiative, be independent, resourceful, work well and effectively under pressure and meet deadlines in an organized manner.
• Ability to effectively research various topics (e.g. labour, employment, payroll, compliance, hr) and collect and interpret data from a variety of sources.
• Ability to effectively handle conflict while maintaining professional relationships when dealing with sensitive payroll issues or disputes, such as discrepancies in salary payments, tax withholdings, or benefit deductions.
• Proficient in payroll software (e.g., Avanti, Pearl) and MS Office Suite with intermediate to advanced Excel skills.
• Ability to deal with confidential information with a high degree of diplomacy.

The following are considered assets or preferences in this position:

• Municipal budgeting, accounting, and reporting
• Certified Payroll Manager (CPM) considered an asset.
• Pension, payroll, benefits, and disability management courses considered an asset.
• Avanti system experience an asset.