Payroll Clerk

JOB DESCRIPTION

Position: Payroll Clerk

Hours: 24 hrs. weekly, set schedule to be determined, min 3 days weekly.

Length: PT, Permanent

Wage: $23 hourly

Location: On-site, 500 Tuscarora

Reports To: Centre Manager

 

GENERAL DESCRIPTION

The Payroll Clerk is responsible for the accurate and timely processing of bi-weekly payroll, employee timekeeping, attendance records, and the scheduling of frontline shelter support staff at the Welcome Centre Shelter. This position works closely with the Centre Manager and Executive Director to ensure payroll is processed correctly and that the Centre maintains appropriate staffing coverage across its 24/7 operations.

A key responsibility of this position is the creation and maintenance of the monthly frontline shelter support staff schedule, including managing employee availability, vacation and sick time, shift changes, coverage requirements, and scheduling adjustments. The Payroll Clerk must be able to identify and resolve scheduling issues and ensure adequate staffing coverage while balancing employee availability and operational needs.

The Payroll Clerk is also responsible for the accurate processing of bi-weekly payroll, including reviewing timesheets and timekeeping records, verifying hours worked, identifying and correcting discrepancies, maintaining employee payroll information, and ensuring vacation and sick time are accurately recorded. This position requires a high level of accuracy, attention to detail, confidentiality, and the ability to meet strict payroll deadlines.

In addition to payroll and scheduling, the position maintains confidential employee records and supports the organization’s digital and physical document management systems. The Payroll Clerk assists with employment documentation, employee records, training records, and other administrative processes related to staffing and human resources.

The position also provides administrative support to the Centre Manager and Executive Director, which may include preparing job offers, assisting with recruitment and interviews, maintaining records, preparing meeting agendas and minutes, supporting policy development, and coordinating training requirements.

This is not a general reception or basic administrative support position. The successful candidate must have demonstrated experience with payroll processing, employee timekeeping, attendance tracking, and staff scheduling, preferably in a fast-paced or 24/7 work environment. The ability to work independently, manage competing priorities, identify errors, solve problems, and use sound judgment is essential.

The Payroll Clerk plays an important role in ensuring that payroll is accurate, staffing schedules are maintained, and the Centre has the administrative support necessary to operate effectively and consistently.

MINIMUM QUALIFICATIONS

· Minimum one year of demonstrated experience processing bi-weekly payroll, including reviewing and verifying employee hours, timesheets, attendance records, vacation and sick time, and correcting payroll discrepancies.

· Demonstrated experience working with digital payroll and employee timekeeping systems, with a high degree of accuracy and attention to detail.

· Experience managing employee time and attendance records, including identifying missing or incorrect information, following up with employees or supervisors, and making necessary corrections before payroll deadlines.

· Experience creating and maintaining staff schedules, including managing employee availability, vacation and sick time, shift changes, coverage requirements, on-call rotations, and emergency staffing needs. Experience scheduling in a 24/7 environment is an asset.

· Strong data-processing skills, with the ability to accurately enter, track, review, and reconcile employee and payroll information. Proficiency with Microsoft Word, SharePoint, and Employee Self Service (ESS) portals is an asset.

· Strong organizational and time-management skills, with the ability to manage payroll deadlines, scheduling responsibilities, employee records, and competing priorities with minimal supervision.

· Strong problem-solving and critical-thinking skills, with the ability to identify discrepancies, investigate errors, determine appropriate solutions, and follow issues through to resolution.

· High level of confidentiality and professionalism, particularly when handling employee payroll, wage, attendance, personnel, and other sensitive information.

· Experience working in a social service, non-profit, shelter, or other fast-paced environment is an asset. Experience working with women+ in feminist women’s organizations is also an asset.

· Must have access to dependable transportation.

· Must be able to complete a criminal background check.

· Demonstrated ability to maintain accurate digital and physical employee records and supporting documentation.

Important: This position requires hands-on payroll and scheduling experience. Candidates whose experience is limited to general office administration, reception, filing, answering phones, or basic clerical duties without demonstrated payroll and timekeeping experience will not meet the requirements of this position.

The following duties outline the requirements of the Administrative Assistant position; all bullet point items noted are used in instances of performance evaluation.

HUMAN RESOURCES

· Understand and adhere to contents of the Human Resource and Employee Orientation Manuals

· Minute taking in all scheduled staff/ Program Leads team meetings and any scheduled training programs

STUDENT PLACEMENT/VOLUNTEER PROGRAM

· Provides daily task management to any assigned student and provides feedback to designated student supervisor (if applicable to any administrative placements)

· Completion of any required placement documentation or paperwork if direct supervision is provided

Payroll Clerk Duties

· Verify employee hours worked

· Scheduling of shelter support

· Maintain time records, employee records, rates of pay, hires, changes and terminations within the payroll system

· Control employees being added to and removed from employee benefits plan/pension plan

· Respond to payroll inquiries from employees

· Respond to payroll errors and correct issues for employees (40-50+ employees, bi-weekly pay)

· Enter new employees into payroll

· Prepare bi-weekly payroll for submission to the Centre Manager and agency bookkeeper

· Draft offers of employment for incoming agency staff, to current agency standards, for review and approval by the Centre Manager

· Draft and finalize agency documentation as requested by the Executive Director or Centre Manager, including memos, notifications of staff meetings and training, confirmation letters, etc.

· Oversight of agency SharePoint main page; posting info updates, scheduling events

· Prepare staff meeting agendas with Centre Manager, Social Work Co-Ordinator and Executive Director and take meeting minutes

· Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

· Daily oversight of payroll including approving shifts, time off requests, and punch ins and outs

· Employee file maintenance quarterly

· Oversee completion of staff mandatory trainings (AODA, WHIMIS, First Aid/CPR as examples)

· Investigate and correct payroll issues

· Hiring assistance to Centre Manager and ED (creating postings, job descriptions, scheduling interviews, printing interview items, completing notifications, etc.)

· Create the monthly on-call schedule

COMMUNITY

· IF APPLICABLE- Attendance at assigned community committee meetings; minutes/notes of updates are to be kept accordingly, and a monthly update provided to executive director on committee attendance and committee activities affecting service provision.

Other duties as assigned/applicable to the position as outlined above

DEMANDS OF THE POSITION

Strength Guidelines

This position may occasionally require lifting, pushing, and carrying items. The maximum weight an employee may be asked to lift is approximately 30 lbs (e.g., a box of paper or supplies). While this role does not involve heavy lifting on a regular basis, the ability to move light to moderate loads safely from time to time may occur. Strength requirements are stated in a gender-neutral manner to ensure inclusivity and fairness.

Motion Parameters

The role involves a range of physical movements depending on the task or activity. Employees may be required to sit for extended periods, stand, or walk throughout a shift, climb stairs, bend, reach, squat, kneel, or perform repetitive motions. Role involves operating a computer, telephone, and keyboard all of which require continuous and controlled use of hands and fingers, or completion of same with the support of assistive medical devices.

Vision and Hearing Requirements

Adequate vision and hearing (with or without accommodation) are required to perform the essential functions of this role. As a partial desk-job, it requires excellent near vision to clearly read text, view computer screens, and handle small documents. Role includes frequent: reading documents or screens, observing surroundings, communicating in person or over the phone, and maintaining awareness in potentially noising environments within the Centre.

Work Environment

Work is primarily conducted indoors in a small office. The environment of a shelter setting may require the position to engage with employees in varying spots of the environment, such as in offices, lobby, and meeting rooms. The environment will involve exposure to varying noise levels, strong odors, potential for contact with bodily fluids, potential for contact with unknown substances, and generally stressful situations. Employees should be comfortable working in a fast-paced setting with frequent unpredictability and potential for distraction. Position involves working with and/or near those from infancy through elderly. The environment includes the ongoing use of both video and audio surveillance of common and staff areas used for purposes of ongoing staff supervision, training, coaching, along with crime response when needed.

Emotional Demands

This role requires a high level of emotional demand at work (EDW). This includes three primary areas: 1) handling emotionally charged individuals, 2) suppressing our own emotions, 3) influencing the emotions of others.  Role may include occasional face-to-face interaction with people experiencing varying levels of emotional upset. Employees must be prepared to engage as a tertiary support with individuals experiencing crisis, trauma, physical or mental health concerns or significant distress. Staff may be exposed to sensitive information, including disclosures that can be emotionally triggering, involve themes of abuse, and/or historical or acute trauma.  Time stressors may include routine time constraints on specific duties and deadlines related to agency work. Emotional demands include responding to competing demands from multiple employees