Job Description

Payroll Assistant Position

Front Line Work Force Inc – Woodbridge, ON

Job Overview

Front Line Health Care offers support to agencies, organizations and institutions that work with children, adolescents, adults and seniors who are experiencing behavioural, social, emotional and psychiatric difficulties. 
We provide a professional and individualized approach to a Client-Centered Support system, reinforcing safety of the individual while contributing to specific client needs in their environment. 

At Front Line Health Care we offer a smarter way to staff selection. Our clients rely on us to provide qualified, reliable and caring professionals to implement a high level of service to clients and patients that require unique care.

Job title:

Payroll Assistant - Woodbridge, ON

Company:

Front Line Work Force Inc

Job description

Job Summary

The Payroll Assistant provides administrative and operational support to the HR and Payroll departments. This role ensures accurate processing of time-related data, supports employee lifecycle tasks, manages benefit coordination, assists with recruitment as required, maintains confidential records, and provides backup reception support. The ideal candidate is detail-oriented, organized, and capable of managing multiple priorities in a fast-paced environment.

Core Accountabilities

Payroll Support

Assist with entering hours on the Hours Report, including Agency Hours and Agency Hours Summary.

Perform data entry of payroll-related information, ensuring accuracy and completeness of employee time records.

Track and update Sick Leave, Vacation Taken, and Cancelled Vacation in internal trackers and ADP.

Monitor and follow up on Pending Approval Requests in ADP on a weekly basis.

Prepare and post journal entries as required, under the guidance of the Payroll or Finance team.

Scan and submit approved vouchers to Accounts Payable for processing.

Prepare, label, and organize payroll-related documentation for filing and audit readiness.

Maintain and update payroll files, spreadsheets, and checklists to ensure timely completion of payroll tasks.

Run and distribute standard ADP reports as needed by HR or Finance.

Support the coordination of payroll deadlines by sending reminders to managers for timecard approvals.

Assist with processing Record of Employment (ROE) requests and filing them appropriately once issued.

Respond to routine employee inquiries related to pay dates, pay stubs, and timekeeping procedures or redirect to the appropriate contact.

Benefits Administration

Send email notifications, benefit cards, and benefit booklets upon employee eligibility (e.g., completion of 3-month probation or as needed).

Enroll employees in benefits and process changes or updates.

Reception Relief

Provide coverage for reception duties during breaks, absences, or peak periods. This includes answering and directing phone calls, greeting visitors, handling incoming mail, and performing general office tasks.

Ensure a welcoming and professional environment for visitors and employees, serving as a point of contact for general inquiries.

Inventory Management

Oversee the tracking, ordering, and replenishment of office supplies, parking passes, security FOBs, HR materials, and safety equipment (e.g., safety shoes).

Confidentiality and Compliance

Ensure all HR activities and processes are compliant with relevant labor laws, regulations, and organizational policies.

Skill

· Exceptional organizational and time management skills.

· High level of accuracy and attention to detail.

· Strong interpersonal and communication skills.

· Proficiency in Microsoft Office, with intermediate Excel skills (e.g., (e.g., formulas, pivot tables, basic data analysis).

· Ability to handle sensitive and confidential information with discretion.

· Problem-solving abilities.

Competencies

Attention to Detail

Demonstrates exceptional accuracy and thoroughness in managing sensitive employee records, and compliance documentation, ensuring adherence to legislative and organizational standards.

Interpersonal Skills

Builds strong relationships across all levels of the organization, handling basic employee inquiries with professionalism, empathy, and confidentiality while fostering a positive workplace culture.

Problem-Solving and Adaptability

Adapts to changing priorities in a fast-paced environment and recommends practical solutions to enhance processes and support business objectives.

Qualifications

Education

Bachelor's degree or college diploma in Business Administration, or a related field.

Skills and Experience

1 to 2 years of experience in an administrative role or a related role.

1–2 years of relevant experience in HR or payroll support preferred.

Experience with ADP Workforce Now is an asset.

Strong organizational and time-management skills with the ability to handle multiple priorities simultaneously.

Excellent verbal and written communication skills for drafting policies, memos, and reports.

Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

Strong technical aptitude for learning new tools.

Working Conditions

Work Environment

May involve sitting for extended periods while working at a desk or computer.

Occasional light lifting of materials, such as files or office supplies (up to 10 lbs).

Special Conditions

Must maintain a high degree of confidentiality and discretion when handling sensitive HR information.

May occasionally need to work beyond standard business hours during peak periods, such as recruitment drives, audits, or onboarding sessions.

Employee Engagement and Retention

Mistakes in employee support, such as miscommunication or failure to address concerns, could diminish employee morale and increase turnover, leading to higher recruitment and training costs.

Timely and effective HR coordination fosters a positive work environment, directly influencing employee engagement, retention, and long-term organizational success.

Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year (based on experience)

Schedule:

Day shift

Monday to Friday

Work Location: In person

At Front Line Work Force Inc., we offer Competitive Pay, Weekly Pays, Weekly Paid Vacation Pay, Direct Deposit & Benefits are available . If you are interested in any of the above position, please bring in your resume, Photo ID & SIN card at time of application. We will be accepting applications Monday to Friday between 9am-3pm. FRONT LINE WORK FORCE INC 2077 Dundas St East Unit 202 Mississauga Ontario L4X1M2 (2 sets of lights west of Hwy 427, across the street from Leon's)

Front Line Work Force provides equal employment opportunities for all applicants and employees, regardless of race, religion, gender, national origin, age, disability, marital status, or veteran status.

Front Line Work Force Inc. is in compliance with the Accessibility for Ontarians with Disability Act (AODA), 2005 and will, upon request, provide the information in this communication or documentation about our services in a format that takes into account a person’s disability.

Front Line Work Inc. Force provides equal employment opportunities for all applicants and employees, regardless of race, religion, gender, national origin, age, disability, marital status, or veteran status. Front Line Work Force Inc. does not us AI for recruitment.