Payroll Specialist

Payroll Specialist
COMPETITION NO. SS26-25R

AboutDurham College:
Durham College (DC) is a leading post-secondary institution thatsupports students to develop career-ready skills for the ever-changing jobmarket. With a focus on experiential learning led by expert faculty throughfield placements applied research co-ops and other hands-on opportunities DCgrads are known for having the skills and knowledge they need to adapt to theever-changing workforce.

A leader in innovative teaching and learning Durham College offers awide range of market-driven programs across multiple disciplines includingculinary management farming and horticulture business IT construction andtrades science and technology health care engineering social and communityservices media art and design.

Our modern campuses in Oshawa and Whitby offer145 programs including six bachelors degrees and 11apprenticeship programs tomore than 11000 full-time post-secondary and nearly3000 apprenticeship addition we have more than 16000 studentregistrations in professional and part-time learning. More than 120000 alumnirepresent the college both locally and around the world.

DC hasan estimated annual economic impact of more than $913 million on Durham Regionand is proud to be an active and engaged member of the communities we serve bycontributing resources and expertise to enhance social and economic well-beingthrough partnerships investments and collaboration.

Position Information:
Full-time SupportStaff Position Opportunity
Payband: H;Starting Rate: $38.09; Four Year Rate: $44.04
Department: Payroll
Hours: 35 hours per week (1) one hour lunch; Mon Fri (8:30 am 4:30 pm)
Reporting To: Manager Payroll
Campus Location: Oshawa
Vacancy Status:Existing vacancy

Duties and Responsibilities:

The incumbent ensuresaccurate and timely processing of full cycle payroll activities while ensuringthe College is in compliance with the Canada Revenue Agency (CRA) CAAT OPSEUUnion and other governing agencies. The incumbent works as a key team player inadministration and processing in the payroll department.

The primarytasks/responsibilities of this role are coordination and administration ofbiweekly payroll functions to ensure payroll runs successfully. Responsible forthe critical function of analysis and verification of payroll data received forprocessing to ensure preparation and accurate processing of all employees.

The Payroll Specialist performsa variety of payroll tasks which are high volume deadline sensitive andrequire sound decision making. the position is accountable for managing directdeposits benefits withholdings payroll deductions garnishments variousmanual calculations retro adjustment of pay and other payroll entries. Thepayroll input activities are processed using ADP and data validations arecompleted to Colleges ERP systems (Banner and EPAF).

The incumbent consistentlyliaises with finance to ensure data accuracy of financial transactionsconsisting of payments made along with ongoing analysis of all mandatorydeductions (Revenue Canada CAAT Pension Sun Life) and is steady incommunication with Human Resources to ensure employees are paid on time andaccurately. Responsible for analysis reconciliation and finalization of allpayroll data for year-end reporting of T4 and CAAT annual Data Collection. Inthe role of Payroll Specialist the incumbent assesses sensitive andpotentially critical situations ensuring appropriate direction and action istaken.

PayrollProcessing:

• Regular Duties: Daily/Weekly Collect inquiry process and communicate payroll information adhering to the service level standard business policies and standards seeking clarification on processing earnings deductions as and validation of all payroll processing file changes into Payroll system ensuring data integrity accuracy of information and reconciliation of data across systems. Modify entries where necessary
• Bi-weekly/Monthly. Prepare maintain and process salaried and hourly payrolls and ensure timely preparation and verification of employee pay statement. This information will include but is not limited to: appointment notices terminations benefits setup leaves of absence reduced workloads reclassifications temporary positions benefit changes timesheets contracts changes TD1s tax waivers sabbaticals secondments salary changes garnishees etc. Perform complex manual calculations for various payroll requests balance salary of entitlement retroactive rate increases late timesheet data etc. Balance and confirm register totals to input batches and investigate and reconcile any discrepancies.
• An in-depth understanding of the differences between full-time and part-time payrolls is required as is an in-depth understanding of multiple collective agreements and all statutory and non-statutory deductions and their calculations programming within ADP for T4 population.
• Post Payroll processing- Prepare & submit accurate reporting to Service Canada for ROE (excess of 400 ROEs certain times during the year) Garnishment and other reporting requirements. Ensure AP requisitions (Union Garnishments FRO etc.) are forwarded by the due dates required. Submit online reporting to CAAT FRO and OPSEU monthly. Prepare journal entries to record funding of payroll as well as completed AP and process special payroll runs (off cycle) maintain pending files to ensure accuracy of future adjustments to payroll. Payroll Bank reporting and reviewing activities and acting as needed.
• Communication: Respond promptly to all payroll requests internally and externally - emails direct mail voicemails employee drops in for inquires etc.
• Research discrepancies of payroll information and/or documentation (i.e. salary timesheets leave time and etc.) for the purpose of ensuring accuracy prior to processing. Payroll other: Actively participate in payroll process improvements and maintain checklists signoff sheets processes & procedures manual as required.

Disbursements/Reconciliations:

• Calculate and prepare documentation for varied payroll remittances such as union dues WSIB CAAT pension and garnishees on a biweekly and monthly basis.
• Process manual payments to staff due to missing documentation and update YTD figures in ADP system and validate the pay information.
• Biweekly file created for Financial Aid work study hours and distributed to ensure excess hours not charged to work study
• Review SIN file monthly for international employees (SIN beginning with a 9) and follow up with HR for expiry dates.
• Month end account reconciliations to ensure all funds cleared from respective accounts.
• Balance CAAT pension reports on a biweekly basis.
• Quarterly Audit T4 payroll items and balances test T4s to ADP master control totals. Sample calculation to ensure payroll is calculating correctly compliance with CRA and company policies.
• Annually Audit items aligned with Payroll reporting. Assist in preparation and distribution of T4 and provide copies when requested. Compile validate and balance full data import CAAT DCT filing. CAAT DCT filed earnings contributions service and Pension adjustment is used populate CAAT member annual statements for accrued future pension payments.

OtherDuties:

• Respond to daily inquiries from employees Employment Insurance TD1 taxes CPP election to stop CPT30 OPSEU monthly remittances PIER reports from Service Canada WSIB staff reimbursements etc.
• Work with staff on issues to access Web Time Entry (WTE) and follow up with HR/HRIS as required to ensure access corrected
• Assist managers biweekly with all WTE access and approval issues for sign off.
• Work with Finance and HR when overpayments occur for repayment and adjusting entries Amend T4 if required.
• Reply to all emails within payroll department inbox at the set service levels of within 24 hours.
• Verify annual registers and other documentation for accuracy.
• Prepare annual pension adjustments.
• Provide back-up support for coworkers in case of absence.
• Review weekly transactional report received from HR to ensure the data ready for processing and then follow up on missing paperwork/information.
• Calculate missed pension contributions due to late enrolments into the CAAT pension plan.
• Complete CAAT documentation for Termination / Retirement application and Change of Employment.
• Provide support to the manager by assisting with allocation of work assignments; providing support and solutions to coworkers when required; ensuring staff coverage.
• Determine when issues are to be escalated to the manager for resolution.
• Provide recommendations to the manager regarding implementation of new processes and procedures. Other duties as assigned
• Process CAAT non-contribution listing files 3 times per year for DB plus as per due dates set by CAAT.
• Assist staff with ADP login issues and distribute T4s as requested.
  

Qualifications:

• A minimum of a 2-year diploma in Business Administration Accounting.
• A current Payroll Compliance Practitioner (PCP) certification in good standing is required.
• A minimum of three (3) years of work experience in payroll administration with a Human Resources Information System (HRIS) including a thorough understanding of the overall payroll cycle.
• Experience with government remittances Records of Employment (ROEs) general ledger account reconciliation and benefits and pension administration as well as system troubleshooting data querying and reporting.
• Extensive experience with computerized HR/Payroll systems and their integration with other systems (i.e. financial reporting budget forecasting HRIS)
• Advanced data management extraction and report-writing skills with proficiency in a variety of software applications and systems (including advanced spreadsheet creation and manipulation).
• Experience working with HR/payroll-related legislation guidelines and policies (e.g. collective agreements administrative terms and conditions Employment Insurance Employment Standards benefits and pension programs Canada Revenue Agency Freedom of Information).
• Experience working independently in a customer service-oriented self-directed team environment with strong analytical and problem-solving skills.

Please apply belowby submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on September 17 2026. Competition number SS26-25R.

Contact Us T:905.721.3073
C Wing Second Floor - 2000 Simcoe St. N. Oshawa ON

Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity and provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

We thank you for your interest in employment with Durham College however only those candidates selected for an interview will be contacted.

Land Acknowledgement
Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and through the treaty process share the lands on which we live learn teach and prosper today.

Required Experience:

IC