Position

Payroll Administrator

Department

Corporate Services- Finance

Classification 

Level 3

Salary

Our salaries generally range from $57,348 - $63,945 and are based on qualifications and experience

Languages

English is required , French is an asset

Term

Temporary contract until June 14th, 2027

Location

Hybrid (Ottawa)

Background

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

With over 2,000 members including Canada's largest cities, small urban and rural communities, and 20 provincial and territorial municipal associations, FCM represents over 90% of Canada’s population. As the national voice of Canadian municipalities, FCM is an organization that strives to make the communities Canadians live in more prosperous, sustainable, and equitable.

FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. As the national voice for Canada’s local governments, FCM is committed to strengthening Canada by achieving results for Canadian communities and cities, and by sharing knowledge and experience on the world’s stage, so that others may improve the quality of life in their communities. All leaders in the organization are expected to lead in a manner that embraces these values, the corporate culture and the passion for FCM’s mission.

Major Purpose

The Payroll Administrator plays a critical role in ensuring the accurate and timely processing of payroll and benefits administration. This position is responsible for assisting in payroll processing, responding to inquiries, maintaining payroll records, and ensuring compliance with relevant legislation. The role contributes to the smooth operation of the payroll function and supports employees, management, and external stakeholders with payroll-related matters.

The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Payroll Administrator, will maintain the highest level of confidentiality, professionalism and exercise good judgment including the ability to escalate to management when help is required and being able to meet deadlines as set out by their direct manager within a fast-paced corporate environment.

Key Responsibilities

Payroll Administration:

• Responds to payroll-related inquiries and reporting requests from employees, management, and external stakeholders in a timely manner.

• Provides counsel and guidance to employees, People & Culture (P&C), and management on routine payroll-related questions and inquiries.

• Supports the Senior Financial Analyst, Payroll, and Benefits in ensuring payroll policies and procedures are up to date and compliant with applicable legislation.

• Assists in bi-weekly payroll processing, including:

• Reviewing and confirming employee changes in HRIS against approved changes from P&C.

• Completing new hire profiles, processing terminations, and making necessary adjustments throughout the employment cycle (e.g., retro pay, acting pay, top-ups).

• Issuing ROEs for terminations, leaves of absence, and pay group changes.

• Maintaining accurate bi-weekly/monthly deductions (group insurance, RRSP/GIA, parking) and recording manual benefit payments for employees on leave.

•  Inputting employee expense claims and other one-time adjustments (e.g., miscellaneous, cell phone overages).

•  Balancing all payroll transactions, ensuring proper authorization before transmission, and validating output after submission.

• Maintains detailed payroll records and employee files for annual audit process

Payroll Balancing, Reconciliation, and Analysis:

• Performs monthly reconciliation and balancing of statutory deductions per HRIS registers against statements from applicable governing bodies

• Supports reconciliation and preparation of journal entries, processing of payroll-related invoices, and balancing payroll-related general ledger (GL) accounts.

Year-End Balancing and Tax Form Preparation:

• Supports preliminary year-end balancing to identify and process adjustments before year-end.

• Update HRIS with applicable changes before the first pay of the year and communicate changes impacting employees.

• Complete additional year-end payroll runs to balance totals as necessary.

• Assists in the preparation of year-end forms  (T4s, T4As and T2200s).

Benefits Administration:

• Responds to employee and provider inquiries regarding benefits in a timely and accurate manner.

• Complete administrative tasks with benefits providers (e.g., Sun Life, Desjardins), including enrolment of new employees, coordinating updates and life change adjustments, and related communication and follow-up with employees

• Provides assistance to employees regarding the claims process, including liaising with benefits providers and intervening on employees' behalf if necessary to resolve issues.

People Leadership

• This role does not have direct reports but requires the ability to collaborate with employees, management, and external stakeholders effectively.

Accountability

The Payroll Administrator is responsible for ensuring payroll processes comply with legal and organizational policies. 

• Ensures accurate payroll processing, maintaining compliance with policies and regulations, and providing timely responses to payroll-related inquiries.

• Maintains accurate records, adheres to deadlines, and provides support for complete payroll cycle as needed.

Information Analysis

• This role requires analytical skills to review and balance payroll transactions and reports, reconcile any discrepancies, and ensure compliance with internal policies and external legislation.

Decision - Making

The Payroll Administrator will collaborate with the Senior Analyst on decisions regarding routine payroll entries and reconciliations, as well as issue resolution within established policies and procedures.

• Ensure payroll is processed accurately and on-time

• Identify and resolve discrepancies. Recommends process improvements for payroll and benefits administration.

Communication and contacts

• Interacts with employees, managers, and external stakeholders regarding payroll matters.

• Liaises with the People & Culture and Finance departments for payroll and benefits administration.

• Provides payroll guidance and support to staff as needed.

Knowledge, Experience and Skills

• Post-secondary education in Finance, Accounting, or a related field.

• 3-5 years of payroll administration experience.

• Payroll Compliance Practitioner (PCP) designation or working towards certification is an asset.

• Knowledge of payroll legislation and best practices.

• Experience with payroll software (e.g., Dayforce and Workday) and a good understanding of Excel, Word, Outlook, and the internet in an Office 365 environment Team player who also has the ability to work independently and with minimal supervision.

• Requires good organizational, time management and prioritization skills, with a strong attention to detail

• Ability to communicate effectively, with tact and diplomacy, in English is required, in French would be an asset.

Specific Working Conditions & Requirements

• Hybrid work environment with a combination of remote and in-office work.

• Occasional need to work extended hours to meet payroll, month-end and year-end deadlines

• Ability to adapt to changing priorities, multi-task and meet tight deadlines.

Language Requirements

English is required , French is an asset.