Payroll Specialist

Your Role at a Glance

As a member of the Finance team, the Payroll Specialist ensures accurate, timely, and compliant payroll processing and recordkeeping for employees in the United States and Canada. This role partners with Finance, Human Resources, employees, managers, and external providers to deliver a reliable payroll experience. We are seeking a proactive, detail-oriented professional who thrives in a dynamic environment and demonstrates strong analytical, communication, and documentation skills.

How You’ll Drive Success

Payroll Processing & Administration

- Process and validate regular and off-cycle payrolls for U.S. and Canadian employees accurately and on time using the HRIS and payroll platforms.

- Research, analyze, and resolve payroll discrepancies; escalate significant issues to management as appropriate.

- Load and validate approved Human Resources files for benefits, bonuses, employee changes, and other payroll inputs.

- Partner with Human Resources to ensure employee data and payroll changes are complete, authorized, and accurately reflected.

- Respond to employee and manager payroll questions clearly, respectfully, and within expected service levels.

- Coordinate payments for contractors and other worker arrangements administered through external payroll providers, where applicable.

Payroll Compliance & Regulatory Reporting

- Validate federal, state, local, provincial, and other applicable payroll taxes, statutory deductions, benefit deductions, and garnishments.

- Monitor relevant U.S. and Canadian payroll requirements and support the implementation of regulatory or procedural changes.

- Prepare year-end employee tax reporting, including U.S. Forms W-2 and Canadian T4 slips, and support related reconciliations and filings.

- Maintain payroll procedures, control evidence, and records in accordance with company and statutory retention requirements.

- Protect confidential employee and payroll information and comply with applicable privacy and access requirements.

Payroll Accounting & Financial Support

- Reconcile payroll registers to control schedules, funding reports, general ledger interface files, and payroll-related general ledger accounts.

- Provide month-end, year-end, audit, tax, retirement plan, and benefit-related payroll support.

- Prepare and upload payroll journal entries and calculate payroll-related accruals, including paid time off and bonuses.

Reporting, Analysis & Process Improvement

- Calculate and reconcile employee, contractor, and full-time-equivalent headcount reporting.

- Develop recurring and ad hoc payroll, financial, and operational reports as needed.

- Identify opportunities to strengthen controls, improve data quality, and simplify payroll processes.

- Perform other duties aligned with the role and business needs.

The Talents We’re Seeking

Education & Experience

- High School Diploma or equivalent required; Associate degree in Accounting, Finance, Business, or a related discipline preferred.

- Certified Payroll Professional (CPP), Payroll Compliance Professional (PCP), or comparable payroll credential preferred.

- Five or more years of payroll experience, including multi-state U.S. payroll; Canadian multi-province payroll experience strongly preferred.

- Experience using ADP or a comparable enterprise payroll platform.

- Working knowledge of payroll best practices, reconciliations, internal controls, and U.S. and Canadian payroll requirements.

Required Skills

- Clear written and verbal communication skills, with the ability to explain payroll information accurately and concisely.

- Proficiency with Microsoft 365, particularly Excel, and familiarity with HRIS, payroll interfaces, and general ledger uploads.

- Strong time management and prioritization skills, with the ability to meet recurring payroll and reporting deadlines.

- Highly organized and detail-oriented, with strong analytical, problem-solving, and documentation skills.

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