Sprott Shaw College
Since 1903

Payroll and Filing Assistant Open

 Published on Nov 07, 2023
 Full Time,Permanent
 Monday to Friday
 Hourly Negotiable based on experience and qualifications.
* This position is for B.C. residents only *

Are you motivated by using your talents to support others? Come work for one of BC’s top private colleges!

Established in 1903, Sprott Shaw College is a private post-secondary institution with 16 government-designated campuses across British Columbia. We take great pride in educating and preparing our students for rewarding and relevant careers in Administration, Business, Trades & Design, Nursing & Healthcare, and Child, Family & Community Support.

Sprott Shaw College is one of the oldest colleges in British Columbia with over 120 years of storied history. As an organization, we cultivate professional growth and positive working environments for our employees, which fosters our values of Community, Diversity, Integrity, Quality, Respect, and Results-Oriented. 

Reporting to Director of Payroll and Benefits, the Payroll & Filing Assistant will work with the payroll team to ensure payroll processing is completed as accurately and timely as possible, at the meantime, play a backup role for day-to-day employee benefits and pension plans administration.


  • Track, compile and file new hire onboarding documents received from Payroll mailbox and ensure accurate information are recorded on new hire reports
  • Set up new hires in ADP WFN each pay period and setup IT access to SSC information system
  • Send IT access notification email to hiring manager prior to start date using Payroll mailbox
  • Check new hires’ first pay accuracy on payroll preview report as per payroll processing timeline
  • Ensure all new hires register ADP WFN self-service account in time
  • Upload and maintain new employees’ supporting documents on ADP WFN
  • Assist payroll team with reviewing, correcting and balancing payroll output if needed
  • Compile and save payroll preview summary reports as per payroll preview auditing protocol
  • Save ADP financial reports as per payroll processing timeline
  • Assist employees with ADP WFN registration and resolve inquiries as regards to ADP access issues
  • Add new employees information to New Hire benefits worksheets as per eligibility instruction
  • Assist with preparing various payroll and benefits reports for stakeholders
  • Prepare electronic Record of Employment (ROE) in ADP for terminated and/or leave of absence employees
  • Prepare employment verification letter as per employees’ inquiry
  • Add and update Payroll diary in Payroll mailbox calendar as per ROE and COS forms, track IT cancellation on spreadsheet and ensure all IT accesses disabled in time
  • Assist with group benefits enrollments and play a backup role of benefits enrollment on insurance carrier’s web portal
  • Responsible for filing, updating and maintaining all employees’ payroll and HR files both in physical and electronic copies
  • Assist with processing annual merit increase and responsible for filing of merit increase letters
  • Maintain ADP WFN homepage and ensure the company’s payroll and benefits news and schedules updated in time
  • Prepare employment verification letters as per employees’ inquiry
  • Prepare employment and payroll records for solicitors and collect payroll services fees
  • Assist with telephones and other miscellaneous office duties
  • Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing 

Qualifications and Education

  • Certified as a Payroll Compliance Practitioner with the National Payroll Institute
  • Minimum three years’ payroll work experience
  • Experience with ADP WFN software an asset
  • Experience with maintaining group benefits plan an asset
  • Advance Excel skill an asset
  • Excellent English language skills in both written and speaking


  • High Degree of Accuracy
  • Attention to Details
  • Knowledge of MS Office and Database Systems
  • Excellent Communication and Interpersonal Skills


  • Commitment to customer service
  • Teamwork
  • Accountability
  • Communication
  • Compliance
  • Self-Discipline

What We Offer

  • Reimbursement of practicing license or professional association membership fees
  • Education and training allowance
  • Tuition discount for spouse and children
  • Comprehensive extended health benefits
  • Disability and life insurance
  • RRSP matching
  • Employee and Family Assistance Program
  • Flexible schedule, work-life balance

Commitment to Equity, Diversity & Inclusion

Sprott Shaw College is an Equal Opportunity Employer and welcomes all applicants to apply and does not discriminate based on race, national/ethnic origin, colour, religion, sex, age, sexual orientation, marital status, family status, and/or disability.

Please note that due to the volume of applications received, only those selected for an interview will be contacted. Please do not contact the campus directly.

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