We're Hiring: Payroll Clerk & Administrative Support - Victoria

Summary Position

Wage Range: $23.50 – $25.50, depending on experience and skills

Work Locations: 713 Johnson Street

Hours of Work: 15 - 30 hours per week

Start Date: ASAP

End Date: March 31, 2021

To Apply: Please submit your resume and cover letter to jobs@avi.org by 5pm on Wednesday, November 18, 2020.

Job Summary:

The Payroll Administrator and Administrative Support position ensures the timely and accurate preparation of bi-weekly payroll for 100 union and non-union employee. The Payroll Administrator and Administrative Support is also responsible for providing administrative support to the Executive Director, the Operations Manager, Human Resources Coordinator and the Director of Finance. This position reports to the Director of Finance.

Key Duties and Responsibilities 
Payroll Clerk

  1. Processing of payroll and subsequent reporting using Inclusion and Excel, including performing earnings calculations, and transmission of payroll information.
  2. Ensures completion of payroll duties. Verifies the accuracy of payroll reports. Investigates and resolves discrepancies, and follows up on problems.
  3. Draws up payroll information such as employees’ wage changes, leaves of absences, taxable benefits and other payroll related information
  4. Ensures completion of year-end reporting including completing working papers, annual T-4 slips, and related summaries. Collects information required for budgets and audits.
  5. Completes and maintains records and compiles information including preparing ROE’s, sick and vacation and seniority reports.
  6. Performs analyses and summaries such as calculating retroactive payments, vacation and sick banks, and benefit entitlements.
  7. Performs other accounting duties, including preparing journal entries and account reconciliations
  8. Performs other related duties as assigned

Administrative Support

  1. Accounts payable: monitor the payables email, code and submit invoices, receiving and submitting invoices, maintaining A/P files, assisting bookkeeper with coding and tracking down invoices and cheques as needed.
  2. Providing administrative support for Executive Director
  3. Compiling and sending out monthly summaries of Visa purchases to be coded
  4. Support in planning meetings and events
  5. Creating charitable tax receipts for all eligible donations
  6. Responsible for tracking and reporting on donations received from all offices and donation streams, issuing charitable tax receipts, and keeping donation summary spreadsheet updated
  7. Responsible for maintaining and ordering stationary and other supplies as necessary
  8. Responsible for maintaining and growing AVI membership, including maintaining membership list, sending out membership renewal emails and coordinating membership drives
  9. Prepares position postings for approval and distribution to internal and external sources
  10. Updates and maintains job descriptions
  11. Posts job postings on AVI Website as well as other job boards
  12. Prepares new hire letters
  13. Assist new hires with the completion of their employment orientation package including verification of credentials and criminal record checks
  14. Maintains Account payables, Payroll and Human Resources files and databases
  15. Perform file audits to ensure that all required employee documentation is collected and maintained
  16. Supports the development, maintenance and running of Agency statistical reports
  17. Performs other related duties as assigned.


  • Recent, related payroll experience or an equivalent combination of education, training, and experience.
  • Two years experience in office environments providing administrative and financial assistance
  • Knowledge of practices and procedures related to human resources, accounting and payroll
  • Demonstrated experience of basic accounting principles
  • Familiarity with any accounting system (i.e. quick books, Simply Accounting…)
  • Excellent computer skills including fluent knowledge of Word, Excel and Outlook
  • Excellent communication and interpersonal abilities
  • Experience with automated payroll systems, an asset
  • Must be able to work Tuesdays

Skills and Abilities:

  • Exhibit strong interpersonal skills, display tact, respect and diplomacy
  • Ability to communicate effectively, both verbally and in writing
  • Excellent organizational, attention to detail and problem solving skills
  • Ability to analyze and resolve problems
  • Ability to do mathematical and financial calculations
  • Ability to multi-tasking, prioritize work duties, and work efficiently
  • Ability to maintain confidentiality
  • Ability to apply sound judgement: stay grounded and use creativity, flexibility, and assertiveness when working through complex and often urgent situations
  • Ability to work independently and in cooperation with others
  • Knowledge and familiarity with not for profit policies and procedures
  • Demonstrated knowledge of social justice, health promotion and public health approaches and models of social support and health care

We encourage applications from, but not limited to, Indigenous persons, persons of colour, persons living with disabilities, persons who use/d illicit drugs, persons with experience of sex work, and persons representing diverse genders and sexualities.