Payroll, Benefits and Records Coordinator

Job Title: Payroll, Benefits and Records Coordinator

Organization: Town of Devon

Job Type: Full-Time, Permanent

Work Schedule: 35-hour work week (8:30 a.m. to 4:30 p.m.)

Application Deadline: Wednesday, November 11, 2026

POSITION OVERVIEW

The Town of Devon is seeking a highly organized and detail-oriented professional to join our team as a Payroll, Benefits and Records Coordinator. This position plays a critical role in supporting the organization through the accurate administration of payroll and employee benefits, while ensuring corporate records are secure, accessible, and managed in compliance with legislative requirements.

Reporting to the Finance Manager, you will be responsible for payroll and benefits administration for approximately 170 employees, including full-time, part-time, casual employees, and members of Council. You will also oversee the Town's Electronic Document Management System (EDMS) and support compliance with Alberta's access to information and protection of privacy legislation, ensuring records management practices meet legislative and organizational standards.

This role is ideal for a professional who thrives in a process-driven environment, values accuracy and accountability, and enjoys supporting employees through exceptional service and effective administrative systems.

KEY RESPONSIBILITIES

Payroll Processing and Administration

• Administer all aspects of bi-weekly payroll using Avanti, including timecard validation, payroll calculations, deductions, salary adjustments, and journal entries.
• Maintain payroll system accuracy through updates to tax tables, benefits, employee status changes, earnings codes, and Records of Employment (ROEs).
• Ensure compliance with CRA requirements, Employment Standards legislation, Town policies, and payroll administration best practices.

Benefits Administration

• Administer employee benefit and pension programs, including enrollments, changes, terminations, beneficiary updates, and eligibility verification for LAPP, APEX, extended health, dental, disability, critical illness, and other municipal benefit plans.
• Coordinate WCB claims, maternity and parental leaves, and Short-Term and Long-Term Disability cases, including claim administration, payroll impacts, benefit continuation, reimbursement tracking, and communication with service providers.
• Reconcile benefit invoices, pension remittances, and employer and employee contributions while conducting regular audits to ensure accurate deductions, reporting, and compliance with plan requirements.
• Provide employees with guidance regarding benefit eligibility, coverage, claims processes, pension participation, and leave programs while maintaining accurate records and supporting annual renewals, budgeting, and administration activities.

Records and Information Management (RIM)

• Coordinate corporate records and information management practices to ensure records are organized, secure, accessible, and compliant with legislative and organizational requirements.
• Administer the Town's General Drive and Electronic Document Management System (EDMS), including file structures, naming conventions, retention schedules, and records disposition processes.
• Support departments in adopting consistent and effective records management practices and procedures across the organization.
• Act as a resource for staff by providing guidance, training, and support related to records management and information governance.

Compliance, Reporting and Employee Support

• Prepare and submit mandatory filings and reconciliations, including T4s, T4 Summaries, WCB annual returns, Records of Employment, and pension remittances.
• Serve as the primary point of contact for employee payroll and benefits inquiries, providing timely, professional, and confidential support.
• Support internal and external audits by maintaining accurate payroll, benefits, and records documentation and ensuring compliance with legislative and organizational requirements.

Training, Process Improvement and Documentation

• Provide training and ongoing support to employees on payroll, records management, and related administrative processes.
• Develop and maintain user guides, standard operating procedures, and reference materials to promote consistency and efficiency.
• Identify opportunities to improve workflows, reporting, records management practices, and administrative processes through continuous improvement initiatives.

Insurance Administration and Risk Coordination

• Maintain and update the Town's insurance database, ensuring accurate records for vehicles, facilities, equipment, and events.
• Liaise with insurance brokers, carriers, and internal stakeholders regarding renewals, claims administration, policy changes, and certificate requests.
• Prepare and maintain insurance-related documentation, financial records, and reporting to support budgeting, audits, and risk management activities.

OUR IDEAL CANDIDATE

• Payroll Compliance Practitioner (PCP) designation completed or in progress is preferred.
• Minimum three (3) years of experience in payroll and benefits administration; municipal or public sector experience is considered an asset.
• Experience using Avanti, ADP, or comparable payroll and human resources information systems.
• Education and/or experience in Records and Information Management (RIM) or related disciplines is preferred.
• Working knowledge of Alberta's access to information and protection of privacy legislation.
• Experience working with Electronic Document Management Systems (EDMS), such as Content Manager.
• Strong proficiency with Microsoft Office, particularly Excel, for reporting, analysis, and reconciliations.
• Excellent communication, organizational, analytical, and time-management skills.
• Demonstrated ability to maintain confidentiality and manage sensitive information with discretion.
• Strong attention to detail and commitment to accuracy.

OUR TOTAL COMPENSATION PACKAGE INCLUDES

• Annual salary of $68,043 to $85,745 ($34.89 to $43.97 per hour), based on experience and qualifications.
• Employer-paid health and dental benefits, including vision, travel, life, and disability coverage.
• Participation in the Local Authorities Pension Plan (LAPP).
• Health and Wellness Spending Account.
• Paid sick leave and personal leave provisions.
• Vacation starting at three weeks per year.
• Ongoing professional development and training opportunities.
• A supportive and collaborative workplace culture with employee wellness and social initiatives.

HOW TO APPLY

As a condition of employment, the successful candidate must provide a satisfactory Criminal Record Check and Driver's Abstract.

Interested candidates are encouraged to submit their application through the Town of Devon's online applicant tracking system.

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