Title: Payroll & Accounting Specialist

Reports to: CEO

Position Type: Full-Time, Permanent 37.5 hr/week

Salary: $64,701.00 – $76,128.00 Annual or $33.18 – $39.04 hourly

Vacancy Status: New Vacancy

Location: 263 Weller Ave - This position is based on-site at Kingston, Ontario Office and cannot be performed remotely

Position Summary

The Payroll/Accounting Specialist is a key member of the Finance and Operations team, working collaboratively to deliver consistent, accurate, and timely payroll and finance information while providing excellent customer service to all internal and external stakeholders. This position shares responsibility with another Payroll Specialist, ensuring collaboration and continuity in payroll and accounting functions.

The incumbent will oversee the preparation and processing of payroll on a bi-weekly basis and ensure the accuracy of all payroll accounts. This position provides support to all KCHC employees regarding their pay and benefits and also assists the Leadership Team with hiring and personnel policies. Additionally, the role is an integral member of the finance team, working closely with the Financial Analyst.

All services are provided in accordance with relevant policies and legislation and aligned with the mission, vision, and values of KCHC, fostering an environment of continuous improvement to achieve operational efficiencies.

Key Responsibilities

Payroll:

Administer all aspects of payroll processing.

• Prepare and process bi-weekly payroll ensuring accuracy of hours and rates paid with letters form Remit payroll and related payments for source deductions, RRSP and other special payroll deductions.

• Monthly and annual reconciliations of benefit premiums, pensions, Employer Health Tax, and other special payroll deductions if required.

• Monitor and process Employee status, entitlement for benefits and salary changes, ensuring compliance with KCHC policies.

• Calculating, recording, and monitoring all employee time-based Ensuring compliance of use on timesheets and request corrections if misuse is suspected.

• Prepare T4’s and submit to CRA before February

• Records of Employments prepared and submitted to Service Canada Answer questions for staff and Service Canada as needed.

• Address payroll queries from staff through collection and analysis of payroll information

• Manage confidential comprehensive payroll records and documentation with HR

• Preform Payroll Orientation with all new staff, includes timesheet training and benefits

• Prepare and post payroll journal entries in accordance with Public Sector Accounting Standards

• Invoice for some payroll to be paid by external

Benefits and Pension:

Advise and assist on interpretation and the administration of compensation, benefits, and pensions:

• Maintain and process all enrollments, changes and terminations for all benefits programs including: Healthcare of Ontario Pension Plan (HOOPP), RRSP, EAP and Health and Dental Group Plan.

• Maintain detailed spreadsheet for entry of Benefits

• Annual reconciliation and calculation of Pension Adjustment numbers for T4’s.

• Assist in Procurement or Renewal of Benefits Packages for KCHC with

• Monthly payment and reporting for pension and benefits as

• Assist in supporting employees with questions and resolution of issues as needed

• Provide information and explanation of payroll, benefit and pension matters to HR, staff and managers by interpreting related procedures, systems, and policies

• Advise staff of their options when going on leave regarding benefits and EI

• Review with HR entitlements for staff when hiring or when unique situations

Finance:

• Record and maintain financial transactions in the general ledger using Microsoft Dynamics, complying with the Generally Accepted Accounting Principles (GAAP) and Public Sector Accounting Standards (PSAS).

• Maintain overall financial systems, processes, policies and procedures

• Complete monthly bank reconciliations to ensure no unauthorized activities and to balance with internal records

• Process payments to vendors and staff by cheque, EFT or online banking in a timely

• Responsible for submission or approval of electronic funds transfers within the AFT system

• Reconcile and post monthly credit card expenses from statements, multiple cards held by

• Maintain all A/P and A/R files and accounting records for 7

Other Duties:

• Participate in and support team projects and

• Be an active member of the Personnel Policy Committee

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 temporary duties as required

Basic Education and Experience Requirements

• Three-year college diploma in relevant field, Degree in Accounting, Business or Commerce preferred

• Minimum three years related work experience

• Experience with computerized Human Resources Information System, proficiency with Quadrant preferred

• Experience with computerized financial programs and Microsoft GP Dynamics preferred

Knowledge, Skills and Abilities

• Completed or enrolled in Payroll Compliance Professional (PCP) or Certified Payroll Manager (CPM) an asset

• Previous, relevant experience in the hospital/healthcare environment an asset

• Knowledge of and ability to apply applicable employment legislation and statutory requirements

• Knowledge of and the ability to apply generally accepted accounting principles, business practices and applicable legislation

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

• Proficiency in MS office suite of software including advanced Microsoft Excel skills

• Proven ability to calculate, post and manage accounting figures and financial records

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

• Effective time management skills to address competing demands and regularly occurring deadlines

• 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

• Second language such as French – an asset

Other Requirements

• Current and satisfactory Criminal and Vulnerable Persons

• Up-to-date immunizations.

Benefits:

• Vacation, Personal Days, Sick Days and Education time

• Health Care of Ontario Pension Plan (HOOPP)

• Extended Health Benefits come into effect after three months of employment in this position

• Health and Dental Coverage, Life/Accidental Death and Dismemberment Insurance

• Long-Term Disability Coverage and an Employee Assistance Program

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.

At Kingston Community Health Centres (KCHC), we understand that the work of Equity, Diversity, Inclusion, Indigeneity, and Accessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.

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 KCHC. Our commitment to EDIIA is a living practice, one that evolves as we grow and learn together. We pledge to contribute to building a system that is equitable, diverse, inclusive, accessible, and welcoming for all.

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