Payroll Specialist

The Payroll Specialist is responsible for managing payroll functions for both Canadian and US entities, ensuring accurate calculation of employee paychecks, tax withholdings, and other deductions. This role involves maintaining precise payroll records and partnering closely with the Human Resources Department to verify data accuracy. The ideal candidate will have a strong understanding of payroll laws and regulations, including federal and state tax requirements, wage and hour laws, and employee benefits legislation. They must be technically proficient and able to communicate clearly with employees and managers regarding payroll processes, paycheck inquiries, benefits, and tax-related questions.

Key Responsibilities

- Assist in processing all bi-weekly, semi-monthly, and commission payrolls, including off-cycle and on-demand payments as needed.
- Ensure payroll processing complies with all applicable state laws and regulations.
- Manage time and attendance tasks, including timesheet administration.
- Collaborate proactively with Human Resources on special compensation payments, benefits administration, and related activities.
- Develop and maintain payroll calendars, procedures, and processes to ensure timely and accurate payroll operations.
- Support implementation of changes to benefits and deductions in response to updates in federal and state laws or company policies.
- Process and maintain comprehensive employee payroll data, including salaries, benefits, hours worked, transfers, terminations, direct deposits, tax withholdings, deductions, commissions, leave accruals, and earnings history.
- Understand and manage reporting requirements for tax withholding, wage garnishments, and child support payments.
- Organize and prioritize tasks to meet established deadlines consistently.
- Extract and organize information from financial and operational records for reporting purposes.
- Maintain knowledge of wage and hour laws to ensure compliance.
- Uphold internal controls by adhering to company policies, maintaining updated payroll documentation, and recommending improvements as needed.
- Ensure confidentiality and security of all payroll files and data.
- Respond promptly to employee inquiries regarding pay calculations, withholdings, leave accruals, W-2 processing, and other payroll-related questions.
- Handle unemployment claims and employment verifications.
- Assist with special projects such as system implementations, policy development, audits, and ad hoc reporting.
- Ensure timely creation of payroll-related journal entries, perform account reconciliations, and support accounting during month-end, quarter-end, and year-end close processes.

Required Qualifications

- Bachelor’s Degree in Business, Accounting, Finance, or equivalent experience.
- Minimum of 2-3 years of progressive payroll experience.
- Strong oral and written communication skills.
- Effective time management and multitasking abilities.
- Detail-oriented with excellent organizational skills and the ability to self-manage in a fast-paced environment.
- Demonstrated ability to maintain confidentiality and exercise sound judgment.
- Proficiency in technology and automation related to payroll processes.
- Ability to adapt to a dynamic and rapidly changing business environment.
- Strong problem-solving skills and a proactive approach to continuous improvement.
- Experience working independently and collaboratively within a team.

Preferred Qualifications

- Experience with Paylocity payroll system.
- Experience managing payroll for multi-site or dispersed employee populations.
- Familiarity with HRIS and benefits administration systems.

This role offers the opportunity to contribute to a critical business function while working in a dynamic environment that values accuracy, compliance, and continuous improvement.