Salary and Benefits Administrator

Job Summary:

The Salary and Benefits Administrator ensures accurate and timely payroll processing, benefits administration, and compliance with applicable laws. This role maintains meticulous records, liaises with parishes and external providers, and contributes to process improvements that align with organizational goals and Catholic values.

Responsibilities

Payroll Administration

• File Management: Maintain accurate and confidential employee payroll records.
• Onboarding: Support parishes with payroll system onboarding as needed.
• Payroll Processing: Prepare and process bi-weekly payrolls, including salary updates, additions, deductions, and retroactive adjustments.
• Annual Reporting: Prepare, process, and submit T4 to employees and the CRA annually.
• Training & Support: Assist and train parish staff on payroll systems, processes, and related issues as requested.
• Inquiry Handling: Respond to payroll-related inquiries from employees, parishes, and arm’s-length organizations, including legislative matters.
• System Oversight: Manage and maintain the Employee Self-Serve (ESS) system.
• Research: Conduct payroll-related research as needed or requested.
• Reconciliation: Collaborate with the Business Office to reconcile payroll-related accounts in QuickBooks, ensuring accuracy and completeness.
• Approval & Billing: Review and sign off on payrolls and complete month-end billing information.

Benefits Administration:

• Contribution Management: Calculate, prepare, and process monthly pension and group insurance contributions and costs for timely remittance to service providers (e.g., Industrial Alliance, Medavie Blue Cross).
• Record Maintenance: Maintain accurate and up-to-date member files for benefits and pension plans.
• Salary Updates: Adjust salaries and process retroactive changes as required.
• Invoicing: Generate and process monthly invoices for parishes and arm’s-length organizations.
• Stakeholder Communication: Advise parishes, arm’s-length organizations, and other members on legislation, governance, plan/contract details, eligibility, and contribution inquiries.
• Enrollment & Termination: Manage all enrollments, terminations, and retirements for benefit and pension plans.
• Member Consultations: Meet with terminated or retired employees to present pension options, including occasional offsite meetings.
• Third-Party Coordination: Collaborate with actuaries, trustees, and other third parties to address pension-related issues
• Annual Pension Reconciliation:
  • Collect payroll data annually from parishes and arm’s-length organizations.
  • Prepare reconciliation reports and update current-year salaries in group insurance and pension files.
  • Process retroactive adjustments and update service providers (e.g., Blue Cross).
  • Coordinate with actuaries to finalize reconciliation.
  • Distribute annual pension statements to plan members.

• Vacation Coordination: Partner with the Human Resources Manager to manage vacation schedules.
• Research & Advisory: Conduct research as needed and provide guidance on benefits options.
• Liaison Role: Act as the primary point of contact between the organization, insurance companies, and other benefits providers.

Relationships/Contacts

Internal

• Archbishop
• Chancellor
• Human Resources Lead
• Human Resources Associate
• Financial Administrator
• Accounting Clerk
• Clergy
• All staff

External

• Insurance companies
• Benefits providers  (Medavie Blue Cross and Industrial Alliance Financial Group)
• Cosman Benefits and Pension Solutions, our broker
• Contractors
• Other dioceses

• Diploma or degree in accounting, payroll administration, or a related field.
• Minimum of 3-5 years of payroll experience, preferably in a non-profit or religious organization.
• National Payroll Institute (NPI) certification (e.g., PCP or CPM) is an asset.
• Proficiency in HRIS (e.g., ADP, Payworks), QuickBooks, and Microsoft Office
• Demonstrated proficiency in Excel; advanced-level expertise is strongly preferred. 
• Strong attention to detail and organizational skills.
• Familiarity with Canadian tax laws,  Payroll legislations, CRA remittance requirements, and employment standards.
• Commitment to the mission, values, and teachings of the Catholic Church.
• Excellent interpersonal and communication skills to support diverse stakeholders, including clergy, staff, and parishes.
• Strong mathematical skills, aptitude, analytical and problem-solving skills.
• Ability to work to stringent deadlines, and work collaboratively with peers internal and external to the Chancery office
• Proven ability to maintain sensitive and highly confidential employee relations information; 
• Ability to work independently and as part of a team

Conditions of Employment

• Satisfactory background check and in compliance with the Responsible Ministry Protocol 
• Compliance with all relevant Archdiocesan policies
• This a full time onsite position.
• Core office hours are 8:30 a.m. – 4:30 p.m.
• Prolonged periods of computer-based work in an office setting
• Frequent interaction with others
• A lot of paper work

Work Perks

• Vacation: 3 weeks of vacation time offered 
• General Leave: 12 days of General Leave
• Additional Leave Entitlements: Includes Spiritual Leave and Marriage Leave
• Community & Culture: Morning prayer with Catholic Diocesan Centre staff
• Health & Dental Benefits: Comprehensive group extended health and dental coverage
• Retirement Benefits: Registered pension plan with 100% employer matching
• Parking: Free on‑site parking

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