Job Title:  Payroll / Accounts Payable Clerk

Department:  Finance

Reports to:  Treasurer

Supervises:  N/A

Salary Grid:  9

Probationary Period:  3 months

Job Type:  Full-time / Permanent

Job Summary:

The Payroll / Accounts Payable Clerk is responsible for processing payroll, maintaining employee records, and managing accounts payable functions. This position ensures the timely and accurate payment of employees and vendors while complying with all relevant regulations and policies.

Key Responsibilities:

• Process bi-weekly payroll (internal and external agreements), including verifying hours worked, overtime, and deductions. Submits for revision and gets appropriate approval for the payroll direct bank deposits and final reports.
• Maintain employee payroll records, including new hires, terminations, changes in salary, benefits and other information.
• Ensure compliance with payroll laws, tax regulations, and collective agreements.
• Prepare and submit payroll remittances and other reports such as WSIB, EHT, OMERS, fringe benefits and others.
• Process Records of Employment (ROEs).
• Prepare year-end tax forms (T4s, T4As) and other year-end reconciliations such as WSIB, OMERS and others.
• Respond to employee inquiries related to the payroll, the fringe benefits and the pension plan.
• Receives invoices, verifies accuracy and send for authorization, obtains expense approval. Submits for revision and gets appropriate approval for the disbursements.
• Reconcile invoices with purchase orders and vendor statements.
• Assist in preparing monthly and year-end financial reports.
• Responsible for posting required reports or journal entries to the accounting software.
• Maintain proper documentation and filing systems for payroll and accounts payable.
• Support the Treasurer and the department with other accounting tasks as required.
• Perform other duties as may be requested by the Treasurer.

Qualifications:

• Education/Certifications:
  • Diploma in Accounting, Finance, Business Administration, or a related field.
  • Payroll Certification is an asset.
• Experience:

     o   Minimum 3 years of experience in payroll processing and/or accounts payable.

• Skills:
  • Proficiency in payroll and accounting software.
  • Strong understanding of payroll regulations, tax laws, and accounting principles.
  • Excellent verbal and written communication skills.
  • Ability to multitask and work under pressure to meet deadlines.
  • Excellent organizational skills with attention to detail.
  • Ability to handle sensitive information with discretion.
  • Bilingualism (French/English).

Working Conditions:

• Work Hours:
  Regular daytime schedule with occasional overtime during peak periods such as payroll deadlines and year-end processing.
• Physical Demands:
  Intermittent focus and precision required. Regular exposure to computer screens.
• Work Environment:

Primarily based in an office setting, focusing on administrative tasks, with occasional high-stress requirements.

Compensation:

This is a non-unionized full-time position, 36.25-hour work week with a 2025 rate between $33.29 and $42.80 per hour. This position is subject to a three-month probationary period. The successful candidate will also be eligible for the OMERS Pension Plan and competitive benefits package.

Application Process:

Interested candidates may submit a cover letter and resume by 4:00 p.m. Tuesday, March 4, 2025, under the subject line “(your name) - Payroll / Accounts Payable Clerk” to Jean-Michel Vachon, Director of Human Resources at hr@hearst.ca.

We thank all applicants for their interest. We will only contact those applicants selected for an interview.

Accessibility:

The Town of Hearst is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Accommodations will be provided in all parts of the hiring process as required under the Town of Hearst Hiring Policy. If you require accommodation, we will work with you to meet your needs.

Privacy:

Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used for employment assessment purposes only.