POSITION: Payroll & Benefits Administrator

LOCATION: Financial Services Department, 90 Ontario Avenue, Sault Ste. Marie, ON

EFFECTIVE DATE: Immediately

SCHEDULE: 35 hours/week, 12 months/year (Non-Union position)

ANNUALIZED SALARY: $85,468 – $96,140

Reporting to the Manager of Financial Services, the Payroll & Benefits Administrator is responsible for collecting, verifying, and administering the payroll and benefit function across the Board.

RESPONSIBLITIES & DUTIES:

 A. Payroll Processing

• Process payroll for all employee groups (Admin; Principals; Teachers; CUPE; Occasional Teachers; Casual Support).
• Review and verify time input source documents and process authorized adjustments.
• Review and verify payroll calculations, finalize the payroll and prepare the payroll bank file.

 B. Payroll Remittances

• Prepare and process statutory payroll tax remittances.
• Prepare bi-weekly/month-end remittances of payroll withholdings and benefit payments.
• Prepare and upload monthly pension reports; prepare remittances.
• Ensure all approved payroll & benefit disbursements are forwarded to accounts payable.

 C. Payroll Year-End Processing

• Complete year-end processing to ensure accurate and timely production of T4/T4A forms.
• Review year-end payroll audit reports; prepare and enter authorized adjustments.
• Administer year-end processing within the payroll system to secure year-to-date (YTD) payroll data and setup system parameters and accumulators for the new payroll year.
• Balance all payroll deductions on T4 Summary with payroll deduction reports.
• Coordinate and process any payrolls due in the first week of January.
• Prepare and issue T4/T4A forms to employees by end of February deadline.
• Respond to any inquiries from employees, as required.

D. Pension Year-End Processing

• Review year-end pension audit reports for OMERS and TPP; follow-up on errors/warnings.
• Prepare and enter authorized adjustments to ensure all service records are correct.
• Ensure all required forms have been processed (e.g. termination; leaves).
• Submit year-end pension files to the respective pension plans by the required due dates.
• Respond to any inquiries from employees or pension plans, as required.

E. New School Year Setup

• Collect and organize staffing spreadsheets from Human Resources; administer authorized salary changes.
• Update fulltime equivalents (FTE) for employee position changes and update long-term disability (LTD) spreadsheet.
• Verify new employees in HRIS and other related systems for payroll, pension, and benefits.

F. Catholic Education Foundation Management

• Manage School Cash account and record debit and credit entries.
• Issue and send out all income tax deductible receipts for all divisions of the Catholic Education Foundation (i.e., General; AsOne; and Helping Hands, Caring Hearts).
• Receive and maintain records of requests for financial aid from Helping Hands, Caring Hearts, and prepare cheques for recipients.
• Record all donations and complete monthly bank reconciliations.

G. Insurance / General Administration

• Respond to insurance related questions and perform as the liaison person for insurance matters.
• Set up and register new members for online access to insurance portal.
• Provide reporting to Ontario School Boards’ Insurance Exchange (OSBIE) as required.
• Assist schools regarding the preparation of incident reporting in accordance with insurance requirements.
• Review and verify expenses related to travel and accommodation for all Board employees.
• Organize travel arrangements and secure pricing for hotels and vehicle rentals.
• Prepare credit card reconciliations and present for posting.
• Administrative duties as assigned.

QUALIFICATIONS & SKILLS:

• Post-secondary education in a related field of study (e.g. Business; Accounting; Human Resources), preferably with specialized courses in payroll administration.
• PMCP (Payroll Management Certificate Program) or CPM (Certified Payroll Manager) designation is required.
• Minimum of three years of experience in administering payroll and benefit functions is required; prior experience within the public sector is preferred.
• Solid working knowledge of payroll-related legislation and regulations, employment standards, collective agreements, and pension reporting.
• Committed to maintaining professional currency and awareness of evolving payroll-related legislation and industry best practices.
• High level computer skills, including advanced Excel and Word in Microsoft Office, accounting software, Google programs and electronic databases.
• Must demonstrate discretion in dealing with sensitive/confidential matters and exhibit a high level of confidentiality.
• Excellent time management, organizational, and problem-solving skills with ability to multi-task.
• Effective oral and written communication skills and interpersonal skills.
• Strong attention to detail and high degree of accuracy.
• Must be able to work under pressure and meet strict deadlines.
• Ability to adapt to changing priorities.

Please note, the position title must be included in the subject line of your email, in order to be considered for this position. Please submit your cover letter and résumé by 4:00 p.m. on April 10, 2026 to job.applications@hscdsb.on.ca

THIS BOARD IS AN EQUAL OPPORTUNITY EMPLOYER: In compliance with the Ontario with Disabilities Act and the Ontario Human Rights Code, the Huron-Superior Catholic District School Board is committed to providing accommodations to persons with disabilities.  The Board will take into account the person’s ability to access information and will provide the information contained in Board-produced public documents in a format that meets those needs as agreed upon with the person.  Please contact the Human Resources Department at 705-945-5610 prior to the posting closing date so that appropriate arrangement can be made.