Accounting and Payroll Clerk

Bay Haven Care Community is seeking an experienced and detail-oriented Accounting & Payroll Clerk to join our team. This position is responsible for overseeing key accounting, payroll, benefits, and financial reporting functions for our organization.

The successful candidate will have strong accounting and payroll knowledge, excellent organizational skills, and the ability to manage confidential financial and employee information with accuracy and discretion.

About Bay Haven Care Community

Bay Haven Care Community is a family-owned and operated organization in Collingwood, Ontario, providing care and services to seniors in our Long-Term Care and Retirement Home communities.

We are looking for someone who takes pride in accurate, organized work and is interested in contributing to a collaborative and resident-focused organization.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Bay Haven Care Community is committed to providing an inclusive and accessible recruitment process. Accommodation is available upon request throughout the recruitment and selection process.

At Bay Haven Care Community, we value the people who contribute to the care and operation of our community. We offer:

• A welcoming and supportive work environment.
• The opportunity to work with an experienced and collaborative management team.
• A stable position with a long-standing, family-owned organization that has served the Collingwood community for over 50 years.
• Employer-paid health, dental, disability, and life insurance benefits
• Pension plan participation
• Paid vacation and statutory holiday entitlements.
• Opportunities for ongoing learning and professional development.
• A meaningful role where your work directly supports the employees, residents, and overall operations of our Long-Term Care and Retirement Home communities.

The ideal candidate will have:

• Post-secondary education in Accounting, Finance, Business Administration, Bookkeeping, Payroll Administration, or a related field.
• Minimum 3–5 years of related accounting and payroll experience, preferably in a healthcare, long-term care, retirement home, or similarly regulated environment.
• Demonstrated experience with Accounts Payable, Accounts Receivable, General Ledger, bank reconciliations, month-end and year-end processes, and financial reporting.
• Strong knowledge of Canadian payroll practices, including statutory deductions, remittances, T4s, Records of Employment (ROEs), TD1 forms, and payroll year-end requirements.
• Experience administering employee benefits, pension plans, short-term disability, SUB plans, and WSIB-related payroll information.
• Experience preparing and monitoring budgets, expense reports, account reconciliations, and financial reports.
• Proficiency with accounting and payroll software and strong working knowledge of Microsoft Office, particularly Excel.
• Excellent numerical ability and a high degree of accuracy and attention to detail.
• Strong organizational and time-management skills, with the ability to manage multiple deadlines, including bi-weekly payroll and month-end closing requirements.
• Ability to identify discrepancies, investigate financial or payroll issues, and ensure appropriate corrections are completed.
• Demonstrated ability to handle confidential employee and financial information with discretion.
• Strong written and verbal communication skills and the ability to work effectively with employees, management, external providers, and government agencies.
• Ability to work independently while also collaborating effectively as part of the management and administrative team.

Accounting & Financial Administration

• Oversee the accurate completion of Accounts Payable and Accounts Receivable processes and complete monthly account reconciliations.
• Provide emergency back-up support for Accounts Payable and Accounts Receivable functions, including ERRIA.
• Maintain General Ledger accounts through trial balance and complete monthly bank reconciliations.
• Ensure monthly accounting records are closed within 15 days following month-end.
• Prepare month-end reconciliations, financial reports, and supporting documentation.
• Assist with and perform financial audits as required.
• Prepare and maintain monthly budget and expense reports for review by the Administrator.
• Coordinate and chair monthly funding meetings, including preparing and distributing required financial reports.
• Complete month-end and year-end procedures related to accounting systems and financial records.
• Review relevant communications and updates from organizations and regulatory bodies, including ORCA, RHRA, OLTCA, MOL, and MLTC.

Payroll & Employee Administration

• Complete accurate bi-weekly payroll processing, including applicable deductions and remittances.
• Maintain payroll-related records, including employee seniority, probationary lists, and sick-time banks.
• Prepare and ensure the accuracy of Records of Employment (ROEs), TD1 forms, T4s, and other payroll-related government documentation and reporting.
• Administer employee benefit and pension programs, including Manulife Financial Health Insurance and NHRIPP.
• Manage employee benefit enrolments, changes, and terminations.
• Review monthly Manulife billing statements and reconcile discrepancies.
• Coordinate and administer Manulife short-term disability claims.
• Administer employee Supplemental Unemployment Benefit (SUB) plans.
• Process and provide payroll and earnings information required for WSIB claims.