Payroll Coordinator

SUMMARY

The Payroll Coordinator ensures the delivery of high-quality, client-centred payroll services to congregations, presbyteries and the national office of The Presbyterian Church in Canada. This role ensures that payroll services are accurate, compliant, and responsive with a strong emphasis on supporting volunteer congregational treasurers and local payroll administrators through clear guidance, timely problem resolution, and consistent service delivery. The Payroll Coordinator processes full-cycle payroll for staff of the national office of the PCC.

Working within Support Services, the Payroll Coordinator fosters a service-oriented culture that prioritizes client experience, builds confidence in payroll processes, and strengthens relationships across the Church. The Coordinator provides subject matter expertise in payroll, clergy and lay compensation, pension and benefits administration, ensuring alignment with denominational policies and legislative requirements. They serve as a key liaison between clients, internal stakeholders, and external service providers, including ADP.

The Payroll Coordinator is accountable to the Human Resources and Payroll Manager in the Pension, Benefits and Human Resources department.

Client Service Leadership

• Coordinate the delivery of responsive, high-quality payroll services to congregations and presbyteries, with a focus on client satisfaction, accessibility, and clarity;
• Serve as primary contact for complex payroll and compensation inquiries, ensuring timely and effective resolution;
• Build and maintain strong relationships with local contacts, including volunteer treasurers and administrators, fostering confidence and trust in the payroll service;
• Provide clear guidance and support on payroll processes, reporting and compliance requirements;
• Identify trends, recurring issues, and opportunities for improvement, and recommend enhancements to services and resources.

Full Cycle Payroll Processing

• Collect, verify, and process payroll information, determine pay and benefit entitlements for over 75 employees (regular and contract) of the PCC national office, maintain accurate payroll records, and provide payroll information;
• Calculate partial payments, vacation pay and other payments outside regular payroll cycle, issue Records of Employment (ROE);
• Prepare payroll input report and review to ensure accuracy. Investigate and take corrective action as required;
• Complete Year-End balancing prior to finalizing tax forms;
• Reconcile all government remittances and Year-End filings, solve any discrepancies and communicate with appropriate bodies;
• Respond to payroll related inquiries from employees, management, and government agencies;
• Set-up internal controls, maintain payroll related source documents, filing and retrieval systems, ensuring data integrity for audit purposes;
• Maintain accurate payroll data and records including employee information, timesheets, and other relevant payroll documents.

Compliance, Pension & Benefits Coordination, Data Integrity

• Provide expertise in clergy and lay compensation, including minimum salary requirements, allowances, benefits, and pension implications;
• Ensure compliance with federal and provincial legislation and regulatory requirements, including payroll deductions, remittances, and statutory payments;
• Liaise with ADP to resolve system issues, implement changes, and ensure system functionality;
• Ensure accurate reporting and reconciliation of pension and benefits contributions;
• Ensure the integrity, accuracy, and confidentiality of payroll data within the payroll systems;
• Oversee payroll reconciliations, including monthly, quarterly and year-end processes;
• Support audit processes by providing accurate documentation;
• Coordinate year-end activities, including T4/T4A preparation, pension adjustment, and regulatory filings.

Continuous Improvement and Service Excellence

• Support initiatives to enhance payroll service delivery and efficiency;
• Contribute to development of tools, training materials including webinars, and resources to support congregations and presbyteries;
• Stay informed of legislative changes, payroll best practices, and system enhancements, and ensure their effective implementation;

Other

• Assist with administrative aspects related to the work of the department.
• Review, update and maintain program files, both electronic and hard copy.
• Maintain a strong working relationship with all departments and stakeholders.
• Complete other duties as requested by the Human Resources and Payroll Manager and the Director of Pension, Benefits and Human Resources.

Education, Experience, Qualifications, Requirements

• Bachelor’s degree in business, accounting or related field or post-secondary education with focus in Accounting
• National Payroll Institute Payroll Leadership Professional (PLP) Certificate
• 5-7 years of full-cycle payroll administration experience, including CRA requirements
• 2 years of customer service experience
• Experience in a…