Payroll Specialist

Department: People and Communications Type: Full-Time - Permanent Location: Toronto (Hybrid) Posting Date: July 23, 2026 At OPTrust, paying pensions today, preserving pensions for tomorrow is our mission and business. When you choose OPTrust, you join a team of smart, talented people who fuel our success and have a passion for pensions. Everyone at OPTrust – in Toronto, London and Sydney – makes a meaningful impact. Our culture is driven by team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone. We work in a fast-paced environment, but we find time to have fun and give back to the community.

What OPTrust offers you

Unique culture rooted in our core values – collaboration and teamwork, integrity, respect, flexibility, excellence and continuous improvement. A purpose-driven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow. Comprehensive benefits focused on your health and wellness, including dental, vision and extended health benefits, as well as membership in our world-class defined benefit pension plan. A flexible, hybrid work model. A dedicated inclusion, diversity and equity strategy with meaningful opportunities to participate, including our employee-led resource groups. Extensive professional development opportunities and learning initiatives including access to LinkedIn Learning, guest speakers, tuition reimbursement, professional association memberships, leadership development programs, a mentorship program, monthly professional development time and more. A competitive vacation package with additional work-life balance days.

About the role

The Payroll Specialist is a key member of the People and Communications, responsible for collaboration with the development and continuous improvement of payroll services. This role ensures the delivery of accurate, compliant, and timely payroll processing, financial reporting, and regulatory remittances. The Payroll Specialist will work in partnership with various teams regarding system implementations, configuration changes, and special projects, while developing advanced reporting to meet business, compliance, and data security needs. Collaboration with HR Business Partners, and Service Delivery teams is essential for success in this position.

What you’ll do

Payroll Processing Process the full bi-weekly payroll cycle across multiple jurisdictions by managing end-to-end payroll operations, including validating and manipulating incoming data, organizing and submitting payroll entries, and ensuring accurate, error-free payroll processing in compliance with statutory requirements and internal policies. Perform data entry, mass uploads, time entry processing, and maintain all required authorizations and supporting documentation. Validate payroll inputs, investigate payroll exceptions, and perform payroll reconciliations to ensure the accuracy of earnings, deductions, taxes, pension contributions, and benefit calculations prior to payroll finalization. Ensure compliance with payroll legislation and statutory requirements in Canada (CRA), UK (HMRC), and Australia (ATO), including payroll tax remittances, statutory deductions, pension and superannuation contributions, and year-end reporting. Generate and analyze payroll reports for the Finance team, management, auditors, and other stakeholders. Investigate and resolve complex and sensitive payroll discrepancies and inquiries, including time entry issues, retroactive payments, missed payments or incorrect deductions. Respond to payroll inquiries from employees and management, providing clear and accurate responses. Prepare payroll journal entries, reconcile payroll and general ledger accounts, and support month-end and year-end financial close activities. Perform year-end payroll processing across all jurisdictions. including T4 reconciliation, COLA processing, EI Rebate program requirements, UK P11Db processing and Australia FBT reporting. Ensure the security and confidentiality of payroll information in accordance with organizational policies and privacy requirements. Maintain Cyber Security and Business Continuity Plan (BCP) plans with applicable updates as needed and participate in annual testing of these plans for all jurisdictions. Function as the backup to the Head of Payroll by supporting audits in all jurisdictions, responding to ad hoc requests from various departments and contributing to special projects.

Audits and Documentation

Collaborate with others (both internal and external) on payroll audits, ensuring records are accurate and up to date. Maintain comprehensive documentation of payroll processes and procedures, process maps, and task lists. Drive process improvement initiatives as needed for more efficient payroll operations. i.e. process documentation updates, introduction of additional audits. Lead the monthly payroll account general ledger reconciliation and collaborates with Finance to flag discrepancies and rebalance of the applicable GLs as needed.

Technology

Utilizing your advanced experience with payroll software systems such as Workday, ADP, and Dayforce: Lead efforts to improve processes and optimize Workday functionality. Partner with Workday Specialist to complete Workday system enhancements and rollouts. Process general ledger transactions via financial software accounting for various currencies. Stay current with payroll software upgrades and system changes.

Standard Requirements

Perform other duties as assigned. Ensure clear understanding and adherence to all organizational policies, procedures, and guidelines, fostering an inclusive culture. Keep up to date and ensure compliance with applicable employment legislation and the Collective Bargaining Agreement (CBA) in relation to payroll activities. Mitigate operational risks by ensuring adherence to employment policies, including the Code of Conduct, Conflict of Interest Policy, and others.

What you bring

Degree or diploma in finance, accounting, or human resources. 5 or more years of applicable payroll experience. Payroll Compliance Practitioner (PCP) certification is required. Exceptional knowledge of Canadian payroll taxes and calculations. In-depth knowledge of payroll regulations, tax laws, and accounting principles. Ability to stay current on legislative changes. Strong numerical aptitude with a focus on detail and accuracy. Exceptional time management skills as proper prioritization, communication and multi-tasking various projects under pressure. Advanced Excel skills required (Pivot tables, XLOOKUP’s, etc.). Demonstrated attention to detail, with strong analytical and critical thinking skills. Effective verbal and written communication skills. Must be a self-starter, well organized, seek development opportunities and able to work independently. A sense of urgency in solving stakeholder requests to ensure timely resolution. Ability to manage confidential information with utmost discretion. Extensive experience with Workday is highly preferred. Intermediate financial software posting and reconciliation skills. Proven background in data analysis and auditing procedures. Experience working in a unionized environment. UK and Australian payroll tax exposure preferred. Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement. This posting is for an existing vacancy. The base salary range for this position ranges from $67,000 to $90,000. The exact placement within the range will vary based on a variety of factors including: the candidate's knowledge, skills and experience relative to the requirements of the role, internal peers and the external market. In addition to base pay, this role is eligible to participate in the OPTrust incentive program, the defined benefit pension plan and comprehensive benefits. Please submit your application via Workday by August 6, 2026. Serving a membership as diverse as ours and investing in a global market means cultivating an environment that embraces inclusion, diversity, and equity in everything we do. OPTrust is an organization engaged in building on our unique and diverse strengths. We know a diversity of backgrounds, cultures, gender identities and perspectives are critical to achieving our shared goals. If you require accommodation at any time during the recruitment process, please send a message to careers@optrust.com, or discuss your needs with the Talent Acquisition Consultant during the telephone screening. We will do our best to work with you and provide appropriate accommodation. As an organization we’re seeking ways to respond to the Truth and Reconciliation Commission of Canada’s Call to Action 92. We are working with the Canadian Council for Indigenous Business to build bridges with Indigenous communities and partners, and we have created an employee-led Reconciliation Working Group that will work with Indigenous experts to identify a path to reconciliation for our organization. We thank all interested applicants, however only those under consideration will be contacted.