Payroll Specialist

OVERVIEW:

Reporting to the Director, Finance, The Payroll Specialist is responsible for the accurate, timely and confidential administration of full-cycle biweekly payroll for salaried and hourly employees in Ontario and Quebec. Reporting to the Finance Director, the role maintains payroll records, resolves employee inquiries, completes reconciliations and supports statutory reporting and year-end processing. Practical experience independently processing Canadian payroll using ADP, Ceridian Dayforce, or Workday is essential.

MAIN DUTIES:

Payroll processing and controls

• Prepare and process biweekly payroll in either ADP, Ceridian Dayforce, or Workday, including new hires, rehires, transfers, pay changes, leave of absences, terminations and final payments, based on approved documentation and company process adherence.
• Review weekly timesheets and exceptions; follow up with Managers on missing hours, overtime, statutory holiday pay and approvals before payroll deadlines.
• Calculate and verify regular and overtime earnings, commissions, safety bonuses, shift premiums, vacation pay, taxable benefits, deductions and garnishments.
• Run preliminary payroll, reconcile results to approved inputs and prior periods, investigate unusual movements, and submit the payroll summary and funding requirements to the Finance Director or designated approver before release.
• Maintain payroll calendars, processing checklists and supporting records; escalate errors, late changes and potential compliance issues promptly. Process approved corrections and off-cycle payments as required.

Reconciliations and reporting

• Complete post-payroll reconciliations, retain reports and prepare payroll journal entries and supporting schedules for Finance.
• Prepare, reconcile and coordinate statutory remittances and reporting, including CRA, Revenu Québec, EHT, WSIB and CNESST, as applicable; verify amounts and payment confirmations, including remittances handled by ADP, Ceridian Dayforce, or Workday.
• Reconcile benefit premiums, retirement plan contributions, garnishments and other deductions; coordinate approved payment requests with Accounts Payable and Treasury.
• Maintain vacation and other leave balances, resolve discrepancies, and support month-end and year-end payroll accruals and balance sheet

Employee service and year end

• Monitor the payroll inbox and respond accurately and professionally to employee and Manager inquiries about pay, deductions, benefits and leave balances.
• Work with HR and Managers to maintain accurate employee records, pay rates, benefit changes and leave information; provide support for ADP, Ceridian Dayforce, or Workday self-service and time-entry functions.
• Prepare and reconcile year-end payroll reporting, including T4 and RL-1 slips and related summaries, and arrange required filings and corrections within applicable deadlines.
• Prepare Records of Employment and support payroll audits and authorized requests from government agencies, auditors and other third parties.

Systems and continuous improvement

• Maintain accurate payroll data and support ADP, Ceridian Dayforce, or Workday configuration reviews, testing, reporting and troubleshooting, working with ADP, Ceridian Dayforce, or Workday support and internal stakeholders.
• Document procedures, strengthen payroll controls, identify recurring errors and recommend practical improvements that reduce manual work and improve accuracy.
• Support payroll system changes, data validation, parallel testing and implementation activities as required.
• Protect confidential employee information, follow access and approval controls, support payroll coverage, and perform other duties reasonably related to the role.

EDUCATION AND EXPERIENCE REQUIRED:

• At least two (2) years of hands-on experience independently processing full-cycle Canadian payroll.
• Demonstrated experience using ADP, Ceridian Dayforce, or Workday to process Canadian payroll is mandatory, including payroll input, validation, reconciliations, corrections and reporting.
• Practical knowledge of Ontario and Quebec payroll requirements, including statutory deductions, overtime, statutory holidays, vacation pay, taxable benefits and year-end reporting.
• Post-secondary education in accounting, business administration or a related discipline, or an equivalent combination of relevant education and payroll experience.
• Intermediate to advanced Excel skills, including lookups, SUMIFS, pivot tables and reconciliation of large data sets.
• Strong attention to detail, sound judgment and the ability to meet fixed deadlines, resolve discrepancies and manage competing priorities.
• Clear communication skills, a responsive service approach, and demonstrated integrity when handling confidential information.

PREFERRED QUALIFICATIONS:

• Payroll Compliance Professional (PCP) designation through the National Payroll Institute, or progress toward the designation.
• Written and verbal proficiency in French is an asset.
• Experience with multiple payroll groups or entities, and payroll system implementation or migration.

WHY JOIN THE MACEWEN TEAM?

• Salary range: $60,000-$75,000 CAD. Salaries are determined based on relevant skills and experience.
• Learn and collaborate with the best in the industry.
• Supportive colleagues and leaders who are passionate about providing exceptional service.
• Competitive compensation package.
• 3 weeks vacation to start.
• Long-term incentive plan.
• Complete benefits program including health, medical, dental, and life insurance.
• RRSP plan with Company match from day one.
• “The perks” include employee gym membership reimbursement, discounts on motor fuels at our service stations, and purchases of equipment and heating oil.

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OUR CORE VALUES:

It is important to us that when you consider a new opportunity, you understand a little about the company, its history, and its values. It is important to us that our values fit with yours, then everyone wins. Our Core Values are the cornerstone of who we are as a company, and what we value. We hope that our Core Values speak to you and what you value.

• Customers First - We exist, first and foremost to serve our customers. They must be at the heart of all the decisions we make.
• Long-Term Focused - We value long-term success over short-term gains.
• Respect Each Other - Each person with whom we work, communicate, and do business is valued and treated with dignity and respect.
• Do The Right Thing - We stand by our word and do what's right.
• Own It - We are encouraged to be entrepreneurial and make decisions as if the business were our own.
• Ever Evolving - We embrace positive change and always seek to improve.

MacEwen is a Canadian-owned and operated fuel and convenience provider that has successfully built and sustained customer relationships in Ontario and Quebec for 50 years.

MacEwen is recognized as one of Canada's leading independent petroleum and convenience store companies with over 150 retail locations, 16 Divisional Offices, and two distribution centers with identified brands such as Quickie, Jutzi, MacEwen and Esso.

The Company's continuing success is based on each one of our 300+ employees living our core values. First and foremost is our commitment to taking care of our customers.

Before an offer of employment is extended, a minimum of two business references will be required and candidates must complete pre-employment testing which comprises a criminal record check.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Please notify Human Resources if you wish to receive this job posting in a different format or if you require any other accommodation during the recruitment process.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

This posting is for a vacant position.