Payroll and Finance Assistant

About Squamish Helping Hands

Squamish Helping Hands Society is a registered charity providing food, shelter and support services to people in the Sea to Sky region who are living with or threatened by homelessness.

Our Under One Roof hub in downtown Squamish brings together supportive housing, the community's only emergency overnight shelter and a community food hub. Our work is grounded in a Housing First, trauma-informed approach.

About the Role

As Payroll and Finance Assitant, you'll keep our people paid accurately and on time, and our bills paid on schedule, for a team of approximately 70 employees working around the clock.

Reporting to the Finance Manager, you'll process our bi-weekly payroll from start to finish, apply the Collective Agreement to pay calculations, and administer benefits and pension. You'll also handle the Society's accounts payable, from vendor invoices to expense reimbursements.

You'll be the trusted, go-to person for staff with questions about their pay, deductions, or benefits, so a calm, approachable manner matters as much as technical accuracy.

Your focus will be on attention to detail: running payroll with very limited errors, catching discrepancies before they reach an employee's pay, and building the kind of track record that lets people trust their pay without a second thought.

You'll work closely with the HR Advisor so that new hires, wage changes and terminations flow into payroll accurately.

This role offers 16 to 24 hours per week with a good deal of flexibility in scheduling, though some on-site presence is required.

What You'll Do

Run Payroll

· Process bi-weekly payroll in ADP from start to finish, including timesheet collection, review and follow-up.

· Apply Collective Agreement and BC Employment Standards Act provisions to pay calculations, including overtime, shift premiums, statutory holiday pay, vacation and leaves.

· Enter and maintain employee pay records based on approved documentation from the HR Advisor, organizational policies and procedures.

· Calculate and process final pay, vacation payouts and retroactive pay.

· Prepare and issue Records of Employment (ROEs).

· Prepare and reconcile payroll remittances, including CRA source deductions and union dues.

· Complete payroll year-end, including T4s and related reconciliations.

· Respond to employee questions about pay, pay statements and deductions in a supportive, person-centred way.

· Coordinates and tracks onboarding package and paperwork, schedules onboarding activities, follows up on outstanding items and keeps all parties appraised of status

· Coordinates interviews on behalf of leadership; liaises with candidates, books rooms, organizes required documentation and paperwork

· Supports recruitment by posting jobs, filtering candidates (if directed) based on position requirements, and directives from leadership.

· Tracking and booking employee probationary meetings, annual reviews, and other employee lifecycle milestones and meetings on behalf of leadership

Manage Benefits and Pension

· Administer benefits and Municipal Pension Plan enrolments, changes and terminations.

· Track benefits and pension eligibility timelines under the Collective Agreement.

· Report pensionable earnings and contributions accurately and on time.

· Reconcile monthly benefits invoices and resolve discrepancies with providers.

Handle Accounts Payable

· Collect, review and code vendor invoices and cheque requisitions to the correct program and account.

· Obtain approvals in line with signing authorities before payment.

· Process vendor payments and employee expense and mileage reimbursements on a regular schedule.

· Maintain vendor records and resolve invoice and payment discrepancies.

· Reconcile accounts payable and support month-end processes with Finance Manager.

· Maintain organized financial records and support preparation for the annual audit.

Executive Support

• Minute taking for the executive team, includes but not limited to: staff meetings, Labour Management Meetings, leadership meetings, board meetings.
• Supporting with development of reports, presentations, newsletters, and other correspondence on behalf of the executive team as directed
• Supporting senior leadership in organizational culture activities such as planning, communication, and coordination related to staff events and meetings, etc.
• Distribute board agendas, briefing notes, prepping files and packages for meetings
• Liaises with external consultants as needed, takes direction from senior leadership
• Reporting and tracking data metrics as directed.
• Supports the executive team in drafting new policies and updating existing policies, using consistent

· templates and format, organizing existing policies, tracking updates

Skills, Experience, and Judgement

You have a solid foundation in payroll and accounts payable, along with experience working in a unionized environment. You bring accuracy, discretion and a steady hand to work our staff depend on.

You bring:

· 2 years of payroll processing experience, ideally in a unionized, multi-shift or 24/7 workplace.

· Accounts payable experience.

· Experience with ADP or a comparable payroll system, and with Quickbooks Online or other accounting softwares.

· Good working knowledge of BC Employment Standards and CRA payroll requirements.

· The ability to read Collective Agreement language and apply it accurately to pay.

· General knowledge of a not-for-profit business structure and the key stakeholders and considerations impacting decision making and judgement, such as board governance, a unionized workplace, funding considerations, and leadership accountabilities

· High attention to detail, with a habit of checking your own work before it goes out.

· Good judgment about when to escalate, and a willingness to ask before acting on unclear or high-risk items.

· Strong Excel skills and comfort learning new systems.

· Strong organizational skills, with the ability to prioritize tasks efficiently and meet deadlines

· Discretion with confidential information.

· Clear, respectful communication with staff at all levels.

· Strong written and verbal communication skills and business acumen, able to draft professional correspondence and communicate with professionalism

· Ability to demonstrate SHHS values

Experience in the non-profit, social services or 24/7 operations sector is an asset. A Payroll Compliance Practitioner (PCP) designation, or progress toward one, is an asset. A Criminal Record Check (Vulnerable Sector) is required.

Working with us you can enjoy:

• An amazing, friendly and emotionally intelligent team.
• A great community.
• Free meals on site.
• Casual dress policy

Why This Role?

If you take pride in getting the details right and want your work to have a direct, practical impact on the people who make SHHS run, this is a great fit.

You'll have the stability of a bi-weekly rhythm, a close working relationship with the HR Advisor and Finance Manager, and the satisfaction of knowing that accurate, on-time pay is one less thing our frontline staff have to worry about.

How to Apply

SHHS welcomes applications from people of all backgrounds, identities and lived experiences.

Please submit a resume and cover letter to the SHHS Management Team at [email protected], quoting Posting title in the subject line.

Internal applicants are encouraged to apply.

Posting Date: Oct 2, 2026

Closing Date: until the position is filled

Pay: $28.00-$32.00 per hour

Expected hours: 16.0 – 24.0 per week

Benefits:

• Casual dress
• Flexible schedule

Work Location: In person