Payroll Administrator

Washington D.C.
May 25, 2017
Jun 29, 2017
Full Time


The Embassy of Canada in Washington, D.C. is seeking to hire a Payroll Administrator to provide support in the areas of compensation and benefits for the Human Resources section.

Position title: Payroll Administrator
Section: Locally-Engaged Staff (LES) Portal : Human Resources
Location: Embassy of Canada, Washington, D.C.
Position no: EXT-304609
Level: LE-06
Starting salary: $57, 028 USD per annum, plus benefits
Competition no: 05/17
Date posted: May 25, 2017
Closing date: June 09, 2017

Employment Tenure: There is one (1) term position to be filled, having a specified period of employment of three (3) years, with the possibility of extension or change in employment status to indeterminate based on operational needs. This competitive staffing process may be used to create an eligibility list of qualified candidates for this position and similar positions with various tenures, including indeterminate, term, assignment/ transfer, and acting opportunities at the Embassy of Canada in Washington, D.C. When you submit your application, you must specify all types of employment tenures for which you wish to be considered, e.g., indeterminate, term, assignment/transfer, and/or acting.

Open to: 

  • Persons living in the Washington Metropolitan area.
  • Employees of the Embassy of Canada in Washington, D.C.
  • Employees of any Canadian Mission in the United States.  Relocation will not be paid in any circumstance.
  • Spouses and dependents of Canada-based staff at the Embassy of Canada in Washington, D.C.

All applicants must:

  • Meet all of the Essential Requirements stated below.
  • Be resident in the United States.
  • Have independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions.
  • Submit a resume and cover letter by the closing date. The cover letter must specify, using concrete examples, how you meet the Essential Requirements, i.e., Education, Experience, for this position. All communication relating to this process, including email correspondence may be used in the assessment of qualifications.

Summary of duties: 

Under general supervision of the Common Service Officer, the Payroll Administrator performs and oversees payroll and payroll administration functions for locally engaged staff in Washington, D.C. and throughout the United States network: by analyzing, preparing, and inputting payroll data, and preparing reports for management, such as those indicating gross payroll, tax deductions, and benefit deductions. He /she provides accounting and reconciliation support for benefits administration and compiles financial information related to the mission budget.  Other duties may include providing administrative support for the LES Human Resources Portal, as well as working on special/cyclical projects aligned with HR program objectives.

The incumbent develops and maintains effective liaison with clients in other sections of the Embassy and clients in other Missions throughout the United States in order to obtain and provide information, advice, and assistance. Extensive Excel experience, attention to detail and accuracy, and a dependable and flexible approach to work will be critical to success in the role.

Language requirement:  

English (The ability to work in French would be an asset.)

Condition of employment (must be met):

  • Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check; and
  • Independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions.

Essential requirements:

Candidates must demonstrate clearly how they meet the Education and Experience requirements listed below:


A degree from an accredited college or university in business, HR, or a related field; OR an acceptable combination of education, training, and work experience related to the duties and specific areas of competence required by the position. PHR/SPHR or CEBS certification preferred.


  • At least three (3) years of experience working with  financial and administrative processes and procedures in a large, complex corporate or government office;
  • Recent and hands-on experience with large payroll systems and related software programs;
  • Experience working in a functional Human Resources position;  and
  • Extensive experience using Microsoft Office, with advanced skills in Excel.

Rated requirements:

Candidates who meet the Education and Experience requirements will be assessed on the following qualifications. The assessment may be a written test, an interview, an in-basket exercise, a skills test, or any combination of these methods.


  • Knowledge of general HR principles, including but not limited to, basic payroll calculations, laws relating to payroll legislation and regulations, general familiarity with HR policy, accepted best practices, and business processes, as well as internal monitoring and reporting;
  • Knowledge of accounting IT systems, such as SAP;
  • Knowledge of benefits reconciliation and administration; and
  • Knowledge of and proficiency in Microsoft Office.



  • Communicate Human Resources and payroll information effectively both orally and in writing to clients and technical colleagues;
  • Demonstrate ability to process and submit a payroll on a bi-weekly basis  for a large employee base;
  • Establish and maintain effective relationships with both internal and external clients at all levels in the organization;
  • Provide user support and coaching to administrators located remotely;
  • Practice quality control by being meticulous with a high attention to detail and accuracy;
  • Identify small obstacles early on and deal with them before they become larger issues; and
  • Demonstrate basic mathematical and algebraic skills commensurate with the ability to create and maintain complex spreadsheets, and to prepare financial reports.

Personal Suitability:

  • Effective interpersonal relations;
  • Sound judgement;
  • Discretion to maintain confidentiality of information and disseminate on a need-to-know basis;
  • Collegial / Team work;
  • Adaptability and Flexible; and
  • Dependable.

  Desirable Requirements:

  • The ability to work in French would be an asset.
  • PHR/SPHR or CEBS certification would be an asset.
  • Experience with ABRA would be an asset.

Selection procedure:

The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements.  Please note that failure to meet any of the Essential Requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for an interview or other form of assessment of the Rated Requirements.

The assessment may include an interview, a written test, and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities, and personal suitability for the position.

The Embassy offers a competitive salary, generous leave and a strong benefits package to include medical, dental, long term and short term disability, and a retirement savings plan to name a few.

The Embassy is committed to conducting inclusive, barrier-free selection processes.

Method of application:

Applications should be sent by e-mail to: by the closing date. In completing their applications, candidates should confirm that they meet all the Essential Requirements and take care to relate their work experience to the position description and indicate the position number.

Hours of work:

Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.5 hours per week. The ability to work overtime, when required, to meet mission critical HR and payroll events is required.

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