Payroll & System Specialist

The Payroll & Systems Specialist is a key technical resource responsible for the design, configuration, and ongoing optimization of the Workday HCM environment, with a primary focus on Payroll.

This role requires strong Workday architectural expertise, combined with a solid understanding of payroll operations, to support system design, enhancements, and enterprise-wide initiatives. The Specialist will lead the analysis, configuration, and evolution of Workday, ensuring scalable, efficient, and compliant solutions that align with organizational needs.

Working closely with Payroll, HR, Finance, and IT stakeholders, the Payroll & Systems Specialist acts as a subject matter expert for Workday, driving system improvements, resolving complex issues, and enhancing business processes. While payroll knowledge is required, the emphasis of this role is on Workday system architecture, configuration, and optimization.

Responsibilities

• Lead the design, configuration, and ongoing optimization of Workday HCM, with a primary focus on the Payroll module

• Act as a subject matter expert in Workday architecture, including system design, configuration, and integration points across modules

• Support and coordinate Workday releases, including impact analysis, testing, and deployment of new features and functionality

• Analyze business requirements and translate them into scalable Workday solutions aligned with best practices

• Configure and maintain payroll elements (earnings, deductions, pay groups), pay schedules, and year-end processing within Workday

• Map payroll configurations to GL and cost centre structures and support financial integration requirements

• Troubleshoot and resolve complex system and payroll-related issues, identifying root causes and implementing sustainable solutions

• Partner with Payroll, HR, Finance, and IT stakeholders to enhance workflows, automation, and overall system utilization

• Develop and maintain system documentation, including configurations, workflows, and design decisions and training materials

• Support integrations and data flows between Workday and other systems, ensuring accuracy and reliability

• Provide guidance and training to end users on Workday functionality and best practices

• Contribute to continuous improvement initiatives to optimize payroll processes and system performance

• Support payroll operations as required, including full-cycle payroll processing, reconciliations, and year-end activities

• Perform other duties or responsibilities as assigned

Requirements

• Minimum of 4+ years of experience working with Workday, with strong emphasis on system configuration, design, or architecture

• Proven experience acting as a Workday SME or Architect, with deep understanding of Workday framework, business process design, and module interdependencies

• Hands-on experience with Workday Payroll (or strong Workday experience with transferable payroll knowledge)

• Minimum of 3–4 years of payroll experience, including exposure to full-cycle payroll processing and year-end activities

• Experience supporting system implementations, upgrades, or enhancements within Workday or similar HRIS platforms

• Strong understanding of payroll processes and how they integrate within an HCM system

• Experience with Workday reporting, data analysis, and/or report writing is an asset

• Experience with integrations, data mapping, or system interfaces is considered a strong asset

• Knowledge of time and attendance systems (e.g., UKG) is an asset

• Experience in large Healthcare organizations (or equivalent) with unionized environment is an asset

• Experience with Defined Benefit Pension Plans (Healthcare of Ontario Pension Plan) is an asset

• Post-secondary education in Payroll, HR, Accounting, Business, IT, or related field, or equivalent experience

• Workday certification(s) and National Payroll Institute (NPI) certification are assets

• Strong analytical, problem-solving, and troubleshooting skills

• Ability to translate business requirements into effective technical solutions

• Effective interpersonal, written, and verbal communication skills

• Ability to manage competing priorities in a fast-paced environment

• High attention to detail, with a strong commitment to confidentiality and data integrity

• Proven ability to work independently and collaboratively as part of a team