Payroll Specialist

Job Location: Toronto

Job Category: Finance

Job Classification: S4

Role Designation: Flexible Hybrid - In person days can be flexible from week to week subject to manager approval and operational requirements.

Legal Aid Ontario employees are committed to making a difference in the lives of our clients.

As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It's an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.

If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.

Building a diverse workforce that represents the communities we serve while promoting a safe culture and work environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO. LAO encourages applicants from equity-seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community.

We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code.

Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation requests to our recruitment team.

Primary function

The Payroll Specialist is responsible for the preparation and processing of payroll for salaried, hourly and Board employees ensuring that the full payroll cycle is completed accurately, on time, and in accordance with applicable legislation, corporate policies and the collective agreement(s). This position also completes administrative activities relating to pension/benefit requirements, and monthly and year end reconciliations and reporting.

Home Location: Provincial Office - Toronto
Other Locations: Not applicable

Reporting to: Payroll Manager

Key accountabilities

• Ensure the timely and accurate preparation and processing of confidential Bi-weekly payroll and associated activities and the administration of benefits by updating/maintaining payroll information in the payroll system
• Adjust, maintain and Process payroll data pertaining to new hires, terminations, Status change, Transfers/Secondments, Contracts/Acting Pay, wage increases, leaves of absence, Return from Leave, STD, Maternity/Parental leaves and top ups, etc. accurately and in a timely manner
• Review all payroll change forms and other documentation for completion, accuracy and appropriate approvals
• Respond to inquiries from employees regarding timesheet and payroll questions on daily basis and respond to general payroll email box
• Process special payments including Lump sum payments, severance payments and retroactive payments and Calculate the final payout for departing employees (terminations and retirements)
• Maintain current knowledge pertaining to benefits, the collective agreement, company policies and payroll legislation and applies changes/updates as require
• Allocate and reconcile payments and deductions for each payroll submission into the appropriate cost centres in the general ledger
• Reconcile the deductions for Benefits on a yearly basis
• Ensure the payroll activities such as balancing of gross earnings, taxable benefits, statutory remittances, EHT, WSIB and the accuracy of Pension Adjustment
• Ensure electronic direct deposits are processed correctly, and received by the bank within specified time period
• Preparation of Employee Records of Employment in accordance with Employment Standards Act/Service Canada
• File and audit all transactions in Payroll system
• Request funding for the payroll, remittances & cheque requests for Garnishments, Union dues and Deferred Salary Leave
• Enter all hours in the time card spreadsheet and follow up with the managers and employees if needed
• Ensure legislated and corporate financial requirements are met by preparing month end and year end payroll reconciliations, and preparing annual T4, T4A, and T2200 forms
• Input TD1 forms to employees as required, ensures completion and inputs into the payroll system
• Maintain confidential payroll files for employees
• Identify opportunities to streamline or automate processes to continuously improve service delivery
• Co-ordinate the collection process as required when overpayments occur.
• Sort pay statements for province-wide distribution.
• Assist with reconciliation of payroll accounts.
• Perform other duties as assigned

Required skills & experience

• Post-secondary education in administration or accounting or equivalent work experience;
• Ability to follow established processes with a high level of attention to detail and accuracy, while ensuring all deadlines are met
• Minimum of 2 years related experience working with payroll and employee benefits;
• In the process of completing the PCP designation is desired;
• Computer proficiency in Microsoft Excel, Outlook, and Word is required, knowledge of Crystal Reports and Payroll in house experience would be considered an asset;
• Experience dealing with confidential and sensitive information
• Experience in a unionized utility environment an asset
• Excellent attention to detail and organizational skills and strong analytical skills;
• Excellent organizational, interpersonal and communications skills
• Ability to work on a variety of different tasks and change priorities as needed; ability to work well under pressure of deadlines
• Team player with a strong customer service orientation
• Demonstrated judgement and initiative
• Knowledge of LAO services, programs and structure is an asset.
• Experience working with a Human Resources Information System (HRIS)


To apply please submit a cover letter and resume.

Only those candidates selected for an interview will be notified by email.

Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set up their Candidate Profile if applying on Njoyn. As an applicant, it is your responsibility to ensure that you check your email regularly.

First time applying to LAO? You will need to create a profile AND then apply for the position.
Already have an Njoyn account? Just sign in and select "my jobs" to apply.
Once you have successfully applied you will receive a confirmation email.

Trouble applying? For telephone support please call 1-877-427-7717 or email support: [email protected]

Are you interested in this job?

Legal Aid Ontario (LAO), an independent but publicly funded and publicly accountable non-profit corporation. None of this material may be commercially reproduced, but copying for other purposes, with credit, is encouraged.