Posting #2024-929542

Non Union

Position: Payroll Specialist

Department: Finance

Status: Regular Full-time

Hours: Monday to Friday – 7.5 hour days

Site:  Oakville

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers.  We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do. We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Position Overview:

As a member of the Hospital Finance team, the Payroll Specialist is responsible for the accurate internal payroll processing for approximately 5,200 full time, part time and casual employees using Meditech & API eScheduling systems.  Reporting to the Payroll Manager, the Payroll Specialist is responsible for maintaining proper controls & privacy over payroll data.  Working closely with Human Resources, this role is responsible for ensuring adherence to the hospital’s policies, collective agreements, as well as federal and provincial legislation.  The payroll team supports all three hospital sites, outpatient clinics, Hospital Foundations & Hospital Volunteers Associations.  

This is what you'll be doing: 

• Lead the team through the full bi-weekly payroll process schedule and ensure timely processing of all payroll files to the bank.
• Reconcile and process all statutory government remittances for Halton Healthcare and three Foundations ensuring all legislative requirements and deadlines are met
• Prepare and process unscheduled deductions and payroll adjustments (HOOPP, benefit adjustments, receivables etc.), ensuring compliance with all hospital policies and collective agreements.
• Liaise with departmental timekeepers and prepare all communications regarding payroll
• Audit all employee file changes prepared by Human Resources and process all related adjustments
• Provide monthly payroll training for timekeepers and managers
• Reconcile and prepare the bi-weekly audit file for review by Payroll Coordinator and Controller
• Prepare and balance all monthly employee benefit accounts to the GL
• Complete Payroll month-end close & associated journal entries & account reconciliations
• Prepare the monthly pre-authorized payments for parking and benefits
• Assist the Payroll Manager with annual audit for payroll with external auditors for all entities
• Reconcile employee pension deductions for each organization and liaise with Human Resources and HOOPP regarding all pension related queries, processing payment and information files on a bi-weekly and monthly basis
• Prepare proper documentation and payments for terminated employees and employees on leave of absence, including all legally required employer documents and information.
• Actively participate in the continuous improvement of all payroll processes, including project leadership
• Liaise with Occupational Health to ensure accurate reporting for STD/LTD claims
• Assist with year-end processing and reconciliations
• Collaborate with Human Resources & ICT Department on workflow creation, testing & troubleshooting
• Key point of contact for Meditech, responsible for ensuring dictionaries are maintained and leading resolution of system issues
• Participate in on-going professional development to maintain current knowledge base related to payroll, and related information systems
• Perform other related duties as assigned

This is what you’ll need to do it:

Halton Healthcare endeavors to hire individuals who are competent in their chosen profession and who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes.

• Successful candidate must have a Payroll Compliance Practitioner designation, other payroll certifications are an asset
• Diploma or university degree is required
• Minimum of 5-7 years of progressive relevant payroll experience is required
• Working in a hospital environment or other large government sector not-for-profit organization (“NPO”) preferred
• Demonstrated success in a fast paced, high complexity & high- volume work environment required
• Proven ability to remain solution oriented when faced with difficult situations
• Demonstrated knowledge of financial reporting is required
• Technically competent as demonstrated with experience in large ERP systems & intermediate Microsoft Excel skills, Meditech experience is an asset
• Excellent verbal & written communication and able to effectively work will all levels of the organization with a customer focus
• Proven ability to remain solution oriented when faced with difficult situations
• Ability to work independently with minimal supervision
• Must be innovative, tactful, detail-oriented and have initiative
• Proven analytical, and organizational skills with the ability to organize, prioritize and multitask in a fast-paced environment is essential
• Physically able to sit, stand, walk, occasional lift and/or carry approximately 20lbs
• Satisfactory employment and attendance record

Salary Range:  $72,012 to $90,016 annually

Date Posted: March 12, 2024

Internal applications due by:  March 19, 2024

If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please submit your application via our website at www.haltonhealthcare.com directly to this posting and include a current copy of your resume.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

All new hires must be fully compliant with our Policy as a condition of employment with Halton Healthcare.  Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

 In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Halton Healthcare is a smoke free facility in and around all three sites. Smoking is not permitted on hospital properties. We thank everyone who works at or visits our hospitals for respecting this healthy initiative. We are also a scent-free environment for all employees and visitors to accommodate individuals’ health concerns arising from exposure to scented products.  We ask for everyone's cooperation in our efforts to accommodate health concerns