Job Title: Payroll, Benefits and Records Coordinator

Organization: Town of Devon

Job Type: Full-Time, Permanent

Work Schedule: 37.5-hour work week (8:00 a.m. to 4:30 p.m.)

Application Deadline: Thursday, December 18, 2025

POSITION OVERVIEW

The Town of Devon is looking for a highly organized, detail-focused professional to join our team as a Payroll, Benefits & Records Coordinator. This role plays a key part in keeping our organization running smoothly by ensuring employees are paid accurately and on time, benefits are administered effectively, and Town records are well organized, secure, and accessible.

Reporting to the Finance Manager, you will take ownership of payroll and benefits program administration for approximately 170 employees including full-time, part-time, casual, and Council members. On a day-to-day basis, you'll manage the Town’s Electronic Document Management System (EDMS) and frequently cross check practices with the Alberta protection of privacy and access to information act legislation pieces to ensure we're meeting standards.

This position is ideal for someone who enjoys working with systems and processes, takes pride in accuracy and consistency, and is organized, detail-oriented, and comfortable taking ownership of their work. You are passionate about improving processes, supporting others through clear systems, and serving both the organization’s people and the public.

KEY RESPONSIBILITIES

Payroll Processing and Administration

• Manage all aspects of bi-weekly payroll using Avanti or ADP, including timecard validation, deductions, salary adjustments, and journal entries.
• Ensure system accuracy through routine updates for tax rates, benefit changes, and employment status modifications (e.g., onboarding, terminations, ROEs).
• Maintain compliance with CRA regulations, Employment Standards, and municipal policies.

Benefits Administration

• Enroll new employees and update benefit records for LAPP, APEX, Equitable Life, Critical Illness, and other municipal benefit programs.
• Coordinate WCB claims, maternity/parental leaves, LTD, and disability reimbursements with benefit providers.
• Conduct eligibility audits and calculate benefit provider payments ensuring compliance with Town policies and budget availability.

Records & Information Management (RIM)

• Coordinate corporate records and information management practices to ensure records are organized, secure, and compliant with ATIA and POPA.
• Support the effective use of the Town’s General Drive and EDMS by maintaining file structures, naming standards, retention schedules, and secure disposal processes.
• Work closely with departments to promote consistent and practical records management practices.
• Serve as a helpful resource for staff by answering records-related questions and providing guidance on best practices.

Compliance, Reporting & Employee Support

• Prepare and submit mandatory reporting including T4s, T4 Summaries, WCB annual returns, ROEs, and pension remittances.
• Act as the primary contact for employee payroll and benefit questions, delivering guidance with professionalism and discretion.
• Support internal and external audits, ensuring all payroll and records documentation is compliant and up to date.

Training, Efficiency & Policy Development

• Train individual users and groups in payroll and records procedures; provide continued support to enhance system usage.
• Develop user manuals, job aids, and SOPs to improve user confidence and operational consistency.
• Identify and implement improvements in payroll workflows, classification structures, and digital records efficiency.

Insurance & Risk Coordination

• Maintain and update the Town’s insurance database, processing changes related to vehicles, buildings, equipment, and events.
• Liaise with brokers (e.g., RMA, AON, VFIS) and internal stakeholders for renewals, claims, and insurance certificate distribution.
• Prepare insurance-related financial documentation, ensuring proper coding, tracking, and audit readiness.

OUR IDEAL CANDIDATE

• Payroll Compliance Practitioner (PCP) designation strongly preferred
• Strong experience with Avanti, ADP, or similar payroll systems
• 3+ years of experience in payroll and benefits administration (municipal or public sector an asset)
• Education or experience in Records and Information Management (RIM/CRM) strongly preferred
• Working knowledge of Alberta’s access to information and protection of privacy legislation
• Experience with electronic document management systems (e.g., Content Manager)
• Strong communication, analytical, and time-management skills
• High attention to detail and the ability to handle confidential information with discretion

OUR TOTAL COMPENSATION PACKAGE INCLUDES:

• Annual salary of $68,043 to $85,745 ($34.89 to $43.97 per hour), based on experience and qualifications.
• Employer-paid health and dental benefits, including vision, travel, life, and LTD insurance.
• Participation in the Local Authorities Pension Plan (LAPP).
• Health & Wellness Spending Account and paid personal/sick days.
• Vacation starting at three weeks per year.
• Ongoing professional development and training opportunities.
• A supportive, collaborative workplace with a wellness committee and social events.

HOW TO APPLY

Applicants are reminded that, as a condition of employment, they must provide a current Criminal Record Check and present a satisfactory Driver’s Abstract.

Interested candidates are encouraged to submit their applications through our online applicant tracking system.

We appreciate all applicants for their interest in this opportunity. Only those shortlisted for an interview will be contacted.

Application Deadline: Friday, January 9, 2026