Payroll and Benefits Coordinator

Key Responsibilities

Payroll Processing & Cycle Ownership

• Coordinate and prepare the end-to-end payroll cycle, subject to independent approval, from input collection through distribution and filing, meeting each pay-run deadline.

• Prepare and process payroll while maintaining appropriate segregation of duties. Final approval of the payroll register and any payroll-related entries prepared by the Payroll and Benefits Coordinator must be completed by an authorized independent approver.

• Collect and validate payroll inputs for each pay run, including manager-approved timesheets and hours, approved leave, new hires, terminations, rate and status changes, and one-time payments. Confirm that all supporting documentation has been properly authorized and retained.

• Enter or import approved changes into ADP Workforce Now as a payroll preparer, keeping data entry separate from the run approval.

• Prepare the pre-run review: review the ADP preview / pre-processing register for gross-to-net, exceptions, new employees, terminations, and large variances against the prior run, and present the reviewed register for independent approval.

• Process the approved pay run for transmission against the reviewed and approved register.

• Prepare and post the payroll journal entry to Sage Intacct by entity and dimension, supported and filed against the ADP register.

• Compile the complete run package (register, approvals, reconciliation, and supporting authorizations) to the retention standard.

• Prepare off-cycle payments, manual adjustments, and exceptions when authorized, documenting the reason and approval for each.

• Coordinate year-end payroll activities, including balancing payroll accounts, preparing and reviewing T4s and other annual payroll reporting, and resolving year-end payroll discrepancies.

• Provide onboarding support to new employees by explaining payroll processes, pay schedules, direct deposit, employee self-service, time entry, and other ADP Workforce Now functionality.

• Provide ongoing coaching and support to employees and managers on the use of ADP Workforce Now, including timesheet entry, leave requests, employee self-service, pay statements, tax forms, and other system functionality.

Reconciliations & Controls

• Reconcile ADP payroll output to the general ledger and bank transactions following each pay run. Confirm that net pay, deductions, and remittances agree, and promptly escalate any reconciling items.

• Reconcile the vacation and leave liability to the general ledger, supporting the monthly close.

• Maintain segregation of duties within payroll: the preparer role (data entry) must remain separate from the approval role, and the monthly reconciliation is performed by someone independent of the payroll process.

• Complete required steps in the ADP portal for statutory remittances, confirming accuracy and completeness even where ADP administers the remittance mechanics by direct debit.

• Review and reconcile WCB assessable earnings, premiums, classifications, and ADP remittance reports each pay period and at year-end, escalating discrepancies to the Financial Controller and ADP.

• Complete required Blue Cross and Canada Life reporting through the applicable provider portals, reconcile payroll deductions and employer contributions to provider invoices and direct-debit amounts, and record the appropriate transactions in Sage Intacct.

• Reconcile any other required deductions and remittances, such as garnishments, family support orders, union or association dues, and insurance deductions, where applicable, to source authorizations and remitted amounts.

• Maintain accurate, up-to-date documented payroll procedures so that no single absence stops a run or forces a control to be bypassed.

• Support internal and external audits by preparing payroll reconciliations, reports, supporting schedules, and documentation requested by the auditor.

HR–Finance Interface & Employee Lifecycle

• Process final pay on termination based on HR-provided information, regular earnings, accrued vacation payout, approved adjustments, deductions, and amounts owing, and issue the Record of Employment (ROE) within the required timeline.

• Apply approved new-hire, rate, status, and banking changes only from properly authorized, retained source documentation; never action a rate change from a verbal instruction.

• Confirm hours and exceptions (overtime, on-call, shift premiums) are approved by the appropriate manager before entry; where a manager cannot approve in time, confirm and action per the established process.

• Apply statutory holiday and leave entitlements consistently across all entities in pay processing.

Compliance, Records & Continuity

• Ensure payroll accuracy and completeness for statutory compliance, coordinating with the Controller and HR on the division of responsibility documented in the ADP service agreement.

• Retain run packages and supporting authorizations, treating payroll information as confidential.

• Serve as a documented point in the payroll continuity plan and support cross-training of a backup preparer so payroll is resilient to absence.

• Maintain ADP support and escalation contacts and understand the provider's continuity commitments.

Reporting & Management Support

• Prepare and distribute regular payroll and workforce reports to managers, Human Resources, and Finance to support operational decision-making.

• Produce payroll reports on employee hours worked, overtime, vacation balances, sick leave, and other leave utilization, as requested by Human Resources, Finance, or management.

• Support managers by responding to payroll-related inquiries and providing information to assist with workforce planning, budgeting, and variance analysis.

• Develop and maintain standard payroll reports and dashboards, identifying opportunities to improve reporting through ADP Workforce Now and Sage Intacct.

• Prepare ad hoc payroll, employee, and labour reporting for management, Finance, Human Resources, auditors, and external agencies as required.

Qualifications & Experience

• Post-secondary education in accounting, payroll, business administration, or a related field.

• Payroll Compliance Practitioner (PCP) designation, or working toward it, is strongly preferred.

• Minimum 3 years of hands-on, full-cycle payroll experience, including reconciliations.

• Experience with ADP Workforce Now and a general ledger / ERP system; Sage Intacct experience is an asset.

• Sound understanding of Canadian payroll legislation, statutory remittances, ROE issuance, and vacation/leave accrual.

• Strong attention to detail, discretion with confidential information, and comfort working to fixed pay-run deadlines.

• Ability to work within a controlled process and maintain segregation of duties between preparation, approval, and reconciliation.

Assets

• Experience working within Indigenous organizations, economic development corporations, or community-owned enterprises.

• Experience with multi-entity payroll and posting by entity/dimension.

• Familiarity with First Nation governance and reporting environments.

Performance Measurement

• Every pay run is processed accurately and on time, with a complete and retained run package.

• Payroll is reconciled to the GL and bank with each run, with reconciling items identified and resolved promptly.

• Segregation of duties between preparation, approval, and reconciliation is maintained without exception.

• Statutory remittances, ROEs, and final pays are complete and issued within required timelines.

• Payroll procedures are documented and current, reducing key-person risk.

Work Location

159 Smith Road, Hantsport, NS B0P 1P0.

Working Conditions

• Regular interaction with management, finance staff, and human resources staff.

• Exposure to confidential and sensitive financial information.

• Structured office environment requiring accuracy, professionalism, and discretion.

Additional Requirements

• Employment is conditional upon satisfactory criminal record and reference checks.