Finance Clerk – Payroll and Accounts Payable – Permanent
Stirling Rawdon Township, a lower tier municipality in Hastings County, Ontario, with a population of 5,000, located 15 minutes north of Belleville.
Position Overview: The Finance Clerk – Payroll/Accounts Payable reports to the Deputy Treasurer and is responsible for the accurate and timely processing of all payroll and accounts payable functions, ensuring compliance with legislative, policy, and collective agreement requirements.
Responsibilities include maintaining precise financial records, processing employee payroll and benefit transactions, reconciling accounts, and ensuring vendors and suppliers are paid within established timelines. The incumbent serves as a key point of contact for staff, council and external stakeholders regarding payroll and accounts payable inquiries.
Duties and Responsibilities
* Payroll Administration:
o Prepare, verify, and process bi‑weekly and monthly payrolls for all employee groups, including union, non‑union, council and volunteer firefighters.
o Maintain and update employee master files, including pay rates, deductions, benefits and banking details.
o Administer Records of Employment (ROE) in compliance with ESDC requirements and manage all payroll‑related remittances and reconciliations (CPP, EI, tax, OMERS, EHT, WSIB).
o Complete year‑end payroll activities, including T4/T4A reporting, reconciliation and audit support.
o Ensure payroll processes comply with legislation, collective agreements and municipal policies.
* Benefits and Pension Administration:
o Administer employee benefits plans, including enrollments, terminations and monthly premium reconciliations.
o Support annual benefits renewals and coordinate plan updates and communication with staff.
o Manage OMERS pension administration, contribution remittances and annual reporting (e.g., Form 119).
o Respond to pension and benefits inquiries from employees, auditors and external agencies.
* Compensation and Human Resources:
o Maintain accurate employee attendance, leave and compensation records.
o Prepare statistical and analytical reports related to payroll, benefits and compensation.
o Assist in job evaluation processes, pay equity maintenance and salary benchmarking.
o Support preparation of employment letters, pay schedules and benefits budgets.
* Accounts Payable:
o Receive, verify and process invoices in compliance with financial policies and approvals.
o Ensure accurate coding of expenditures and timely preparation of payments and cheques for council approval.
o Prepare and submit HST remittances, reconcile vendor statements and assist with year‑end accruals and audits.
o Maintain accurate payable records in accordance with the municipality’s records retention by‑law.
* General and Administrative Support:
o Provide professional and courteous customer service to staff, council and the public.
o Ensure compliance with corporate health and safety practices and municipal standards.
o Collaborate with finance team members to support departmental goals, provide backup coverage and improve processes.
o Perform other related duties as assigned in alignment with corporate and departmental objectives.
Knowledge, Skills and Abilities
* Accurate payroll and benefits administration in compliance with legislation, policies and collective agreements.
* Timely and accurate payroll administration, including year‑end reporting, benefit renewals and pension contributions.
* Knowledge of payroll best practices, benefits administration, job evaluation and pay equity.
* Confidentiality and accuracy in handling sensitive payroll and employee information.
* Accounts payable transaction processing in accordance with municipal financial policies and procedures.
* Reconciliation of accounts payable to the general ledger and maintenance of prior‑year payable summaries.
* Preparation and submission of quarterly HST remittances and completion of year‑end accruals.
* Cash balancing and backup support to reception as required.
* Familiarity with relevant legislation, including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and Employment Standards Act.
* Proficiency in electronic financial systems and reporting tools.
* Strong computer literacy in Microsoft Office, data import/export and spreadsheet applications.
* Excellent interpersonal, communication, organizational and customer service skills.
* Ability to build trust, resolve conflict diplomatically and foster collaboration across teams.
* Demonstrated discretion, integrity and professionalism in handling confidential information.
* Flexible, organized and able to meet deadlines in a dynamic, fast‑paced, unionised environment.
Qualifications and Experience
* Post‑secondary education and/or equivalent experience in business, accounting or finance.
* Minimum of three (3) years of experience in payroll, benefits and pension administration.
* Minimum of one (1) year of experience in accounts payable.
* Completion of an accredited payroll designation such as Payroll Compliance Practitioner (PCP) or Certified Payroll Manager (CPM) through the National Payroll Institute is considered an asset.
* Knowledge of computerized accounting and payroll systems is required; experience with USTI – Asyst or similar financial software is an asset.
* Experience working in a municipal or public sector environment is considered an asset.
* Available for a criminal records background check (CPIC).
Wages
$26.88 – $33.50 per hour. Compensation also includes a competitive benefit package and membership in OMERS, a defined benefit pension plan.
Equity Statement
In accordance with the Accessibility for Ontarians with Disabilities Act, Stirling‑Rawdon Township is pleased to accommodate the individual needs of applicants with disabilities within the recruitment and selection process. Please contact the Clerk at clerk@stirling‑rawdon.com or 613‑395‑3380 ext. 2234 if you require accommodation.
Note
Note: The job description reflects the primary duties and responsibilities of this position and should not be construed to describe in detail all duties and responsibilities of the job.
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