Title: Payroll & Finance Administrator

Reports to: Chief Executive Officer

Location: Kingston

Position Type: Permanent, Full-time 37.5 hours/week

Salary: $53,898.00 – $63,414.00, annually

Vacancy Status: New Position

Position Summary

The Payroll and Finance Administrator is an integral member of the Finance and back-office teams, supporting payroll and accounts payable functions to ensure the timely, accurate, and effective operation of key financial processes. Working under the guidance of the Payroll Specialist and Financial Analyst, this role supports the full payroll cycle, benefits administration, accounting data entry, and daily finance administrative tasks. This position also plays an administrative and process improvement role in modernizing payroll and financial systems, with a focus on attention to detail, customer service, and adherence to internal and external standards.

Responsibilities

Payroll & Benefits

• Complete end-to-end bi-weekly payroll processing under the oversight of the Payroll Specialist.

• Input timesheet data and ensure appropriate tracking of entitlements and leave usage.

• Maintain and update employee records in the payroll and HRIS systems, including new position creation and staff changes.

• Support the administration of employee benefits: enrollments, terminations, changes, and reconciliation of invoices.

• Respond to general staff inquiries about payroll, benefits, employment insurance, timesheets, and other relevant categories, escalating more complex cases, as needed.

• Support digitization efforts in payroll processes including document scanning, filing, workflow mapping, and process improvement initiatives.

• Prepares and submits T4s.

• Support new employee orientation.

• Support the monthly and annual payroll and benefit reporting cycles.

Accounts Payable & Receivable

• Enter accounts payable information, including invoices, into the accounting system (Microsoft Dynamics/GP).

• Prepare, code, and review invoices for payment processing.

• Complete third-party billing processes, in collaboration with the Finance team.

• Complete bank deposits, as required.

• Assist with invoice preparation and complete follow-up with vendors, as needed.

• Communicate with vendors and staff members, as needed, to support organization and program financial health and reconciliation.

Finance Administration

• Monitor the finance team inbox, triage and respond to inquiries within scope, and redirect or escalate issues appropriately.

• Provide general administrative and process support to the Finance team, including filing, audit preparation assistance, and records management.

• Support the development and maintenance of team and organizational policies and procedures.

Organizational Responsibilities

• Comply with all relevant legislation and KCHC policies, including privacy laws
• Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)
• Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
• Supports consistent application and development of KCHC policies and procedures
• Supports KCHC’s student and volunteer placement programs
• Promotes awareness of and participation in KCHC activities
• Demonstrated commitment to continuous learning and quality improvement
• On occasion, perform other duties as required

Basic Education and Experience Requirements

• Post-secondary diploma in relevant field (e.g., Business Administration- Accounting).

• Completed or enrolled in Payroll Compliance Practitioner certification.

• 2 years’ experience in payroll and benefit administration for a medium sized organization, accounts payable, and/or office and financial administration, preferably in a not-for-profit or community-based environment.

• Experience with computerized payroll software (Quadrant preferred)

• Experience with accounting systems (Microsoft Dynamics GP preferred).

Knowledge, Skills and Abilities

• Familiarity with the Ontario Healthcare Reporting Standards (OHRS)

• Ability to provide excellent customer service, support in accounting matters to individuals possessing varying levels of expertise and experience.

• Strong organizational, analytical, and time management skills.

• Proficiency in MS office suite of software

• Sound critical thinking, verbal and written communication, interpersonal, prioritization and decision-making skills

• Demonstrated ability to work effectively both independently and collaboratively

• Demonstrated commitment to professional growth and development of self and others

• Required to provide a satisfactory criminal and vulnerable sector reference check prior to start date

• Ability to work flexible hours at month-end, quarter-end, year-end and during audit

• Ability to maintain confidentiality

Other Requirements

• Current and satisfactory Criminal and Vulnerable Persons
• Up-to-date immunizations.

Competencies

Organizational Competencies: Accountability, Client Focus, Collaboration, Continuous Learning Position Competencies: Attention to Detail, Communication, Knowledge/Professional/Technical Expertise, Problem Solving, Teamwork, Time Management

We actively encourage individuals from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, persons with disabilities, and those who identify as members of the 2SLGBTQI+ communities, to apply to work at KCHC.

As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession.

All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with other staff and clients.

KCHC is an equal opportunity employer**, respecting and embracing the needs and diversity of our employees. If you require accommodation to fully participate in the hiring process, please notify Human Resources.**

Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4

www.KCHC.ca