Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

Reporting to the Manager, Compensation & Benefits, the Payroll Specialist will perform payroll and administrative duties necessary for preparing, processing, balancing and closing an accurate bi-weekly payroll for multiple Canadian offices and provides support in management and processing of the New York payroll function. This role has a particular focus on end-to-end coordination of the Firm’s maternity and parental leaves administration function, including the liaison with Firm members and government agencies when required.

Major Responsibilities

Process the Canadian and New York bi-weekly payrolls through auditing, inputting and verifying select payroll change data and hours information in accordance with Firm policies; inputs data into the HCM (UKG) payroll module and New York payroll.
Electronically prepares overtime and timesheet pay for review
Prepares all statutory remittances for both US and Canadian payroll and prepares ROE’s for terminated employees.
Receives requests for benefit plan changes, additions and deletions by phone, e-mail or in-person; ensures proper paperwork is completed and changes are entered into the HCM system.
Responds in a timely manner to payroll questions and assists with resolution of issues
Prepares routine and special reports, including documenting work process
Maintains current and accurate electronic employee records, ensuring confidential and sensitive data is protected by security and privacy protocols of the Firm
Assists with special payroll updates and/or processing projects such as T4s, bonuses and salary increases
Manages the Firm’s maternity/parental leaves and is a government sponsored employment insurance subject matter expert for each Canadian jurisdiction, and New York, which includes:
- Coordinating with employee, supervisor and payroll to ensure that all required documentation has been submitted to ensure proper payment of the Firm’s top-up program.
- Calculating and ensuring payment of top-up for each jurisdiction’s employment insurance payments (eg. QPIP, etc.)
- Tracking and following-up where appropriate to ensure employee’s leave is in compliance with the Firm’s top-up benefit
- Advising employee of top-up policy and instructs supervisors and employees of process
Performs clerical and other duties as required and is responsible for filing and employee file maintenance.
May perform other duties as required from time to time

Position Requirements

Education and Experience

The position requires a Community College diploma in a business or a related discipline plus a minimum of one year of experience working in a payroll role administering payroll and benefits. Successful completion of the National Payroll Institute program would be an asset. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

Excellent understanding of EI legislation and processing of leaves in multiple jurisdictions required
Experience with Ultimate Kronos Group (UKG) or similar payroll systems required
High proficiency in computer software programs such as, spreadsheet programs and database systems
Attention to detail, organization and time management skills along with the ability to balance daily work
Excellent communication skills (both oral and written), focused listening, interpersonal and negotiation skills
Must be solution-oriented and able to work under pressure
Professional mannerisms for effectively communicating with legal professionals and clients
Maturity to interact with senior members of the Firm, in order to earn their trust and confidence
A compliance and procedural mindset is required

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 2 days per week.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Osler, Hoskin & Harcourt LLP

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Payroll Specialist (Leaves)