Payroll Program Assistant 1

Job ID: 67225 Job Category: Finance, Accounting & Purchasing Division & Section: Fire Services, Fire Svcs Administrative Services Work Location: Fire & Paramedic HQ & EMS Station 53, 4330 Dufferin Street Job Type & Duration: Full-time, 3 Permanent Vacancies Hourly Rate and Wage Grade: $40.08 - $43.91, TF0271, Wage Grade 7910 Shift Information: Monday to Friday, 35 hours per week, day shift Affiliation: L79 Full-time Number of Positions Open: 3 Posting Period: 26-OCT-2026 to 09-NOV-2026 Major Responsibilities: Processes and validates payroll time entry through both manual input and electronic uploads within SAP and Quatro systems, ensuring accuracy, compliance with collective agreements and the administration of complex rotating shift schedules, premium payments, and variance reporting. Provides interpretation and guidance on collective agreements, corporate policies, divisional procedures, payroll practices, and applicable regulations to management and employees. Generates payroll and attendance, reports from SAP, Quatro, and SuccessFactors systems to support operational and business needs. Coordinates the administrative and payroll support functions of the unit, ensuring timely, accurate, and efficient service delivery. Updates, maintains, and monitors employee and complement management records within SAP, Quatro, and SuccessFactors, including new hires, retirements, leaves of absence, and employee separations. Monitors and reviews manual and electronic payroll transactions and employee events within SAP, SuccessFactors, and Quatro systems, ensuring accurate reflection of payroll and complement information. Monitors, reconciles, and verifies employee attendance and entitlement banks, including absenteeism, sick leave, vacation, statutory holiday absences, and other leave accruals, resolving discrepancies as required. Responds to and resolves inquiries from Chiefs, Commanders, Managers, Supervisors, and employees regarding payroll policies, procedures, attendance management, pay entitlements, and payroll-related matters. Conducts research, surveys, and information-gathering activities, liaising with internal departments and Senior Staff to obtain background information and support operational initiatives. Liaises with the Supervisor, Administrative Services, divisional management, corporate People & Equity (P&E), Pension, Payroll & Employee Benefits (PPEB), SuccessFactors support teams, and Technology Services to resolve issues, coordinate payroll transactions. Composes, prepares, and maintains correspondence, briefing materials, and confidential documentation in support of divisional operations. Oversee employee onboarding administration, ensuring employee information is accurately entered and uploaded in Quatro to support operational staffing requirements, attendance management, payroll processing, and operational reporting functions. Key Qualifications: Your application must describe your qualifications as they relate to: Extensive senior-level payroll and administrative experience supporting large operational and unionized workforces, including payroll administration, attendance management, employee transactions, and payroll-related customer service with some experience related to related to rotational shift work Extensive experience utilizing Payroll Information Systems, including Quatro, SAP, and SuccessFactors, for time entry, position and organizational management, employee onboarding and offboarding, payroll administration, personnel record maintenance, and documentation management Considerable experience interpreting and applying collective agreements, City Payroll and human resources policies, procedures, employment standards legislation, and organizational practices to ensure compliance and support effective workforce administration. Considerable experience using Microsoft Office Suite (Excel, Word, and Outlook) and reporting tools such as SAP, SuccessFactors, and Quatro to extract and analyze data, prepare reports, develop spreadsheets, and produce professional correspondence and documentation. You must also have: Demonstrated exceptional analytical, critical thinking, and problem-solving skills, with the ability to work independently and exercise sound judgment with minimal supervision. Proven ability to manage competing priorities, perform effectively in a high-volume environment, and consistently meet strict deadlines while maintaining accuracy. Extensive experience preparing detailed correspondence, summaries, , and documentation requiring the interpretation and application of complex payroll Thorough knowledge of position management and maintenance processes, organizational structures, and workforce administration practices. Ability to work collaboratively as part of a diverse team while maintaining professional, responsive, and productive relationships with colleagues and stakeholders. Extensive experience maintaining accurate employee records, preparing detailed reports, and administering electronic filing systems while ensuring data integrity and confidentiality. Proven ability to handle sensitive and confidential information with discretion, professionalism, and adherence to corporate policies and privacy requirements. Demonstrated commitment to accuracy and attention to detail, with the ability to follow procedures, directions, and established processes effectively. Strong investigative and analytical skills with the ability to identify issues, assess root causes, and recommend practical solutions. Experience collaborating with divisional management, payroll, and corporate staff to investigate discrepancies, reconcile variances, and ensure accurate employee records and payroll transactions. Experience providing guidance, training, work direction, and support to administrative staff, fostering a collaborative and efficient work environment. Excellent interpersonal, verbal, and written communication skills, with the ability to build and maintain effective working relationships with employees, management, and corporate partners Strong customer service skills, with experience responding to inquiries, resolving concerns, and providing accurate and timely information on a wide range of payroll matters. Comprehensive knowledge of Employment Standards legislation, Canada Pension Plan (CPP), Employment Insurance (EI), Canada Revenue Agency (CRA) requirements, Workplace Safety and Insurance Board (WSIB) legislation, and their application to Payroll administration. NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES: City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal. Equity, Diversity and Inclusion The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity . Accommodation The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request . Learn more about the City’s Hiring Policies and Accommodation Process .