Payroll and Finance Specialist

POSITION SUMMARY

Reporting to the Manager, Finance, the Payroll and Finance Specialist is responsible for all aspects of payroll including bi-weekly preparation of payroll accounts and submission to ADP, reconciliation and approval of payments, payroll journal entries and reporting, and managing expense claim payments through Concur.

In addition, this role will support the finance team with review of invoices, expense reports, journal entries, Accounts Receivables entry and performing finance department related administrative duties.

RESPONSIBILITIES 

The key responsibilities of this position are:

• Process employee payroll on a bi-weekly basis working with the HR department and payroll provider (ADP). Ensure payments made by the payroll provider are error-free.   Maintain and verify payroll reporting records. Investigate and resolve payroll issues in a timely and efficient manner. Manage tax and withholding records and deductions for all federal, provincial or other corporate taxes that affect payroll accounts. Prepare year-end employee tax slips or forms and submit government filings to meet deadlines. Maintain confidential information by adhering to legal and ethical standards. Monitor and analyze expenses against the payroll budget to help prepare cost forecasts and future budgets. Process approved invoices and expense claims including, following up on missing information, and informing/educating staff on policies as required. Enter invoices, expense reports and other payments into the financial system which includes checking expense reports for accuracy and ensuring compliance with expense policies. Work with employees to set up Concur accounts, other workstreams to resolve issues and process claims made through Concur. Prepare reconciliations and journal entries. Support month and year-end close with analyses, reconciliations, accruals and assembly of internal and external reporting packages as required. Participate in the annual year-end audit. Provide clear and consistent communication while engaging in high quality interactions with other departments and within the Finance team. Working with the Manager, revise financial processes and documentation procedures to increase efficiency, accountability and improve internal controls. Perform cross-functional and/or other duties consistent with the job classification, as assigned or requested. Process AR receipts and follow up on outstanding invoices

SUCCESS MEASURES

• Vector completes all its financial reporting and payment processing on-time on a daily, weekly, and monthly basis without financial errors or misdirected funds and has all appropriate approvals, documentation, and processes in place. Vector’s stakeholders, external consultants, vendors, and senior management team view the professional services of Vector as being error-free, excellent, and responsive. Reviews of Vector’s financial services and associated documentation are viewed as appropriate by external auditors, government reviews, and third-party providers. Vector’s financial practices are viewed by external vendors as being accountable and transparent.

PROFILE OF IDEAL CANDIDATE

• A college diploma or university degree in accounting or business-related field. Individual who is working towards CPA designation preferred. Minimum of 2 years of experience in a similar payroll role. Experience working with ADP and Concur. Experience with payroll and A/P software, i.e., Epicor AP. Working knowledge of finances including accounting principles and practices. Intermediate skills in Microsoft Word, Excel and Outlook.  Sense of urgency and the ability to prioritize work. Ability to manage multiple projects and assignments at one time and ability to multi-task. Expert at meeting deadlines while maintaining compliance and regulatory standards. Ability to facilitate, investigate, analyze and resolve problems independently. Excellent communication skills – able to explain issues in a succinct and clear manner and to work closely with ADP and internal users to resolve issues. High attention to detail. Ability to work within a team environment. Effective interpersonal and communication skills to interact with business units and vendors. 

HOW TO APPLY

Please address applications (cover letter and resume) to Sameera Ali, Talent Acquisition Specialist, using the link provided. The deadline for submission is February 14, 2023.

At the Vector Institute we are committed to driving excellence and leadership in Canada’s knowledge, creation, and use of AI to foster economic growth and improve the lives of Canadians. We strive for greater inclusion in the programs and culture that we build by welcoming and encouraging applications from all qualified candidates. This includes but is not limited to applicants who are Indigenous, 2SLGBTQ+, racialized persons/visible minorities, women, and people with disabilities.

If you require an accommodation at any point throughout the recruitment and selection process, please contact hr@vectorinstitute.ai and we will happily work with you to meet your needs.