HR/Payroll Coordinator

HR/Payroll Coordinator

Vanderhoof is a friendly and welcoming rural community located in the geographical centre of British Columbia and is at the “Heart of it All” when it comes to lifestyle and employment opportunities. With a population base of roughly 4,500, and serving a larger area of nearly 10,000, Vanderhoof is an active community with great indoor/outdoor recreation facilities and trails. Vanderhoof is situated along Highway 16 (Yellowhead Highway), and located an hour west of Prince George, BC.

Reporting to the Human Resources Director, the HR/Payroll Coordinator is responsible for providing oversight, coordination, and quality assurance for payroll administration, along with coordinating a broad range of human resources programs and services. The position helps ensure payroll processes are accurate, timely, confidential, and compliant with applicable legislation, collective agreements, municipal policies, and established procedures.

The Coordinator reviews payroll-related information and reports, monitors payroll controls and reconciliations, identifies discrepancies and compliance concerns, and coordinates the resolution of issues with the appropriate employees, managers, service providers, and the Human Resources Director. The position supports the effective administration of payroll by ensuring established processes, responsibilities, and internal controls are followed. Routine payroll processing, timekeeping, data entry, and other operational payroll functions will continue to be performed by the employees, or service providers assigned those responsibilities.

The position also coordinates and supports human resources administration, including employee records, benefits, pensions, leaves, recruitment, onboarding and offboarding, policy administration, and the application of collective agreements and employment legislation. The Coordinator provides advice, analysis, reporting, and administrative support to the Human Resources Director, managers, and employees on HR and payroll-related matters.

The successful candidate will demonstrate a high degree of accuracy, initiative, organization, discretion, and professionalism and will be comfortable working independently with confidential employee, compensation, payroll, and labour relations information. The position requires strong analytical and problem-solving skills, the ability to interpret policies and collective agreement provisions, and the ability to manage multiple priorities and time-sensitive deadlines.

DUTIES

Payroll Administration

• Oversee and monitor the payroll cycle to help ensure payroll is completed accurately, on time, and in accordance with established procedures, municipal policies, collective agreements, and applicable legislation.
• Review, verify, and reconcile timesheets, attendance records, overtime, vacation, sick leave, statutory holidays, premiums, allowances, deductions, and other payroll-related information.
• Review payroll summaries, exception reports, reconciliations, and supporting documentation to identify discrepancies, unusual transactions, errors, or protentional compliance concerns. 
• Review payroll-related information, including overtime, vacation, sick leave, statutory holidays, premiums, allowances, deductions, and other compensation elements, for consistency with approved records, applicable collective agreement provisions, and established authorization processes.
• Coordinate the review and resolution of payroll discrepancies with the appropriate personnel.
• Monitor employee status and compensation changes, including new hires, promotions, transfers, wage adjustments, leaves of absence, and terminations, to ensure changes are appropriately authorized, documented, and reflected in the payroll process.
• Monitor payroll reconciliations, balancing activities, and related internal controls and follow up on variances or outstanding issues. 
• Review payroll-related reports, journal entries, and financial or statistical information for accuracy and completeness before submission or approval, as applicable to delegated authority.

• Coordinate year-end payroll activities, including T4 preparation, Records of Employment, pension reporting, and other statutory and regulatory reporting.
• Liaise with payroll service providers, government agencies, benefit providers, pension administrators, and other external organizations regarding payroll and employee matters.
• Monitor compliance with payroll procedures, internal controls, collective agreement provisions, and statutory requirements and recommends improvements where appropriate.

• Respond to employee and management payroll inquiries and provide information regarding pay, deductions, vacation balances, leave entitlements, benefits, and related matters.

• Prepare payroll reports, reconciliations, journal entries, and other financial, statistical, and management reports as required.
• Assist with payroll audits and respond to payroll-related information requests.

Human Resources Administration

• Coordinate the administration of municipal human resources programs, policies, procedures, and processes.
• Maintain confidential personnel files and ensure employee information is complete, accurate, and up to date.
• Coordinate recruitment and onboarding processes, including preparation of employment documentation, new hire forms, pre-employment requirements, orientation materials, and personnel records.
• Coordinate offboarding and termination processes, including preparation of required documentation, payroll changes, benefit notifications, Records of Employment, and exit-related administration.
• Prepare employment letters, contracts, forms, correspondence, reports, and other HR documentation.
• Coordinate the administration of employee benefits, pension programs, leaves of absence, and other employment-related programs.
• Monitor and maintain employee benefit and pension information and coordinate enrolment, changes, and terminations with applicable providers.
• Track employee attendance, vacation, sick leave, statutory holidays, and other leave entitlements and ensure records are maintained accurately.
• Assist with the administration and interpretation of collective agreement provisions, municipal policies, employment procedures, and applicable employment legislation.
• Provide information and administrative guidance to employees and managers regarding routine HR policies, procedures, entitlements, and processes.
• Support managers and Directors with routine HR administration and employee-related documentation.
• Assist with maintaining and updating HR policies, procedures, forms, templates, and process documentation.
• Maintain HR tracking systems, spreadsheets, databases, and reports and provide information and analysis as required.
• Assist with employee training administration, including registration, records, scheduling, and related documentation.
• Assist with employee communications and the implementation of HR programs and initiatives.
• Participate in HR projects, process improvements, and organizational initiatives as assigned.
• Prepare and maintain records related to employment standards, regulatory requirements, benefits, pensions, and other HR programs.
• Provide minute-taking and administrative support for the Joint Health & Safety Committee.

General Administration

• Maintain electronic and physical employee and departmental records in accordance with municipal records management and privacy requirements.
• Prepare HR and payroll reports, spreadsheets, correspondence, presentations, and other documents.
• Assist with internal and external audits and reporting requirements.
• Compile information and statistics relating to payroll, staffing, benefits, attendance, leave, and other HR matters.
• Maintain accurate HR calendars, tracking tools, and administrative schedules.
• Provide professional and responsive service to employees, managers, Directors, and external contacts.
• Assist with the development and improvement of HR and payroll procedures, systems, and administrative processes.
• Perform other related duties as assigned.

Required Skills and Abilities

• Strong attention to detail and a high degree of numerical and data accuracy.
• Excellent organizational and time management skills, with the ability to meet strict payroll and reporting deadlines.
• Ability to work independently, exercise initiative, and take responsibility for assigned HR and payroll functions.
• Ability to maintain confidentiality and exercise sound judgment and discretion when handling sensitive information.
• Strong written and verbal communication skills and the ability to communicate effectively with employees and managers at all levels of the organization.
• Ability to interpret and apply policies, procedures, collective agreement provisions, and applicable legislation.
• Strong analytical, research, and problem-solving skills.
• Ability to identify discrepancies, investigate issues, and determine appropriate corrective action.
• Strong working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to establish and maintain effective working relationships with employees, managers, Directors, service providers, and other external contacts.
• Ability to manage competing priorities, work under pressure, and adapt to changing demands while maintaining accuracy.
• Strong customer service orientation and professional interpersonal skills.
• Demonstrated commitment to accuracy, confidentiality, professionalism, and service excellence.

Qualifications

• Post-secondary certificate, diploma, or degree in Human Resources, Payroll, Business Administration, Accounting, or a related discipline.
• Minimum of 3 years' experience in payroll, human resources administration, or a combination of related experience.
• Demonstrated experience processing payroll in a computerized payroll system.
• Demonstrated experience administering employee benefits, pensions, leaves, and other HR programs.
• Sound knowledge of Canadian payroll practices, employment standards, statutory requirements, and payroll deductions.
• Experience working with collective agreements and/or in a unionized environment is considered an asset.
• Experience in a municipal, public-sector, or similarly regulated environment is considered an asset.
• CPHR designation or coursework toward a CPHR designation is considered an asset.
•  Experience with HRIS, payroll, or timekeeping systems is considered an asset.
• Satisfactory Police Information Check is required.
• Valid Class 5 Driver's Licence with a satisfactory driver's abstract.

This exempt position offers a 2026 salary range of $71,793 to $84,386, based on a 35‑hour work week, and includes a comprehensive benefits package.

To apply please submit your resume and driver’s abstract by Tuesday, November 10, 2026 at 4:30pm.  The District is committed to diversity, equity and inclusion.  We invite all qualified candidates to apply.

We want to thank all applicants; however, only those chosen for an interview will be contacted.