AP & Payroll Coordinator - MacLachlan College

MacLachlan College has an exciting opportunity for a Full-Time AP & Payroll Coordinator to join our team!

About MacLachlan College

MacLachlan College, founded in 1978, is an independent (Pre-K to Grade 12) co-educational school in Oakville, Ontario. Now with two dedicated campuses, Lower School (Pre-K to Grade 6) and Upper School (Grade 7 to Grade 12), MacLachlan is committed to providing a learning environment that promotes an entrepreneurial, success-driven, and future-oriented mindset that is integrated into every aspect of school life.

Offering the benefits of small class sizes, MacLachlan is a world-class school with highly dedicated and engaged teachers and an internationally recognized curriculum. Our exceptional PK through Grade 12, co-educational learning environment is centered on academic excellence and an ongoing commitment to the latest innovations in education.

In addition to offering academic excellence to our students, MacLachlan College is committed to providing an exceptional workplace for our staff. We believe that investing in our faculty is essential to ensuring the success of our students. That's why we offer a competitive salary and benefits package, including health, dental, and vision insurance, retirement savings plans, and professional development opportunities.

At MacLachlan, we foster a supportive, collaborative community that values diversity, equity, and inclusion. We encourage our staff to maximize their potential as educators and mentors by providing opportunities for professional growth, leadership development, and recognition of their achievements. Our strong co-curricular emphasis and global focus, inspired by our Advanced Placement courses and International Baccalaureate programme, offer unique opportunities for our staff to engage with students beyond the classroom and make a difference in their lives. To learn more about MacLachlan College, please visit: www.maclachlan.ca

The Position:

The Accounts Payable & Payroll Coordinator is responsible for the accurate and timely administration of accounts payable and receivable, related administrative financial activities and for processing payroll and employee benefits in partnership with the HR team, at MacLachlan College. Working closely with Manager, Finance, the Human Resources team, and School Leadership, the position also supports employee onboarding, employment documentation, personnel file maintenance, and regulatory reporting. The role ensures accurate recordkeeping, confidentiality, and compliance with applicable legislation and school policies.

Key Responsibilities:

· Manage accounts payable and receivable, including vendor payments, student billing, account reconciliations, and collection of outstanding payments.

· Maintain accurate financial records and support general ledger activities, bank reconciliations, financial reporting, audits, and regulatory submissions.

· Provide financial administration and bookkeeping support to the MacLachlan College Educational Foundation and Parents' Association.

· Administer the Foundation's financial assistance program, including award records, disbursements, family correspondence, and Board reporting.

· Process monthly payroll, ensuring accurate employee earnings, deductions, adjustments, remittances, and payroll reporting.

· Administer employee benefits, pension, and RRSP programs, including enrolment, changes, reconciliations, and employee inquiries.

· Coordinate employee onboarding and offboarding documentation, employment contracts, salary letters, and personnel records.

· Work closely with HR to maintain confidential employee records, coordinate employment changes and leaves, and support HR administration.

· Ensure compliance with established financial procedures, internal controls, and applicable regulatory requirements while identifying opportunities for process improvement.

Skills and Qualifications:

• Post-secondary education in Accounting, Finance, Business Administration, or related field.
• Minimum 5 years of relevant experience in accounts payable and receivable, payroll administration, bookkeeping, or financial administration.
• Working knowledge of Ontario employment standards, payroll legislation, statutory deductions, and applicable financial reporting requirements.
• Proficiency in Microsoft Office, particularly Excel, with experience using accounting and payroll systems; ADP experience preferred.
• Ability to maintain accurate financial and employee records while exercising a high degree of confidentiality and discretion.
• Strong organizational, analytical, and problem-solving skills, with excellent attention to detail and the ability to meet deadlines.
• Effective written and verbal communication skills, with the ability to work collaboratively with employees, parents, vendors, and internal stakeholders.
• Ability to work independently, manage competing priorities, and exercise sound judgment.
• Payroll Compliance Professional (PCP) designation and experience in an educational or not-for-profit environment are considered assets.

Workplace Requirements and Conditions:

• Location: 337 Trafalgar Road, Oakville, ON L6J 3H3 and 2794 South Sheridan Way, Oakville, ON L6J 7T4
• Occasional evening and weekend work, as required.
• Tavel between campuses.

Qualified candidates are encouraged to apply and send their application to https://tealandco.com/careers/.

As a condition of employment, a Police Record Check with Vulnerable Sector Screening is required. We thank all candidates in advance. Please note, only those candidates selected for an interview will be contacted.

MacLachlan College welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), aboriginal (Indigenous) persons and persons of any gender identity and sexual orientation. MacLachlan is committed to a positive, supportive, and inclusive environment.

MacLachlan College is committed to providing accommodations for persons with disabilities. Please contact us at [email protected] for further details or if you require any information in an alternate format.

The compensation range for this position is $55,000 to $65,000 per annum, based on years of experience.

MacLachlan College does not utilize Artificial Intelligence (AI) in the screening, assessment, or selection of applicants.