Payroll Specialist

Schedule: 6 hours per week or approximately 1.2 hours per day

Role Overview

We are seeking an experienced Payroll Specialist with hands-on expertise in US and Canadian payroll processing. The ideal candidate will be responsible for managing end-to-end payroll across five companies, ensuring accurate and timely processing, tax compliance, benefits administration, and payroll record maintenance across multiple jurisdictions and pay schedules.

Key Responsibilities

Payroll Processing

• Process end-to-end payroll for five companies across the US and Canada, supporting both semi-monthly (twice per month) and monthly pay schedules.
• Process payroll using QuickBooks Online Payroll and Wagepoint, ensuring accuracy of hours, earnings, deductions, taxes, and remittances.
• Reconcile payroll data from QuickBooks Time, including timesheets, PTO, and overtime, prior to each payroll run.
• Process off-cycle payments, bonuses, commissions, and final pay/termination payouts as needed.
• Ensure all payroll tax remittances and filings are completed accurately and on time, including requirements involving the IRS, CRA, and applicable state/provincial agencies.

Compliance & Taxation

• Maintain up-to-date knowledge of US federal/state and Canadian federal/provincial payroll tax regulations.

• Ensure accurate tax setup and withholding for employees across multiple jurisdictions, including state/provincial tax residency, reciprocity, CPP, EI, FICA, FUTA, and SUTA.

• Prepare and support year-end payroll filings, including:

  • Canada: T4s, T4As, and ROEs
  • US: W-2s and 1099s

• Stay current on changes to payroll legislation in both countries and update payroll processes and systems accordingly.

• Support internal and external payroll audits and provide required documentation and records.

Employee Setup & Benefits Administration

• Manage new-hire payroll setup, employee terminations, and employee data changes across US and Canadian entities.
• Administer benefits enrollment and payroll deductions, including group health benefits, 401(k) contributions and employer matching in the US, and RRSP contributions in Canada.
• Ensure accurate processing of garnishments, deductions, and other statutory withholdings.
• Serve as a point of contact for employee payroll and benefits inquiries, resolving issues accurately and promptly.

Systems & Process Management

• Serve as a subject matter expert for QuickBooks Online Payroll and QuickBooks Time.
• Maintain accurate payroll records and employee files across all five entities.
• Reconcile payroll-related general ledger (GL) accounts and support month-end close activities related to payroll.
• Identify and implement process improvements to increase payroll accuracy and efficiency across multiple entities and pay cycles.
• Maintain clear and up-to-date payroll procedures and documentation for each entity and jurisdiction.

Qualifications

• 3+ years of hands-on payroll experience, including multi-entity and cross-border US & Canada payroll processing.
• Demonstrated proficiency with QuickBooks Online Payroll and QuickBooks Time.
• Experience with Wagepoint is strongly preferred.
• Strong understanding of US and Canadian payroll tax laws, statutory deductions, and reporting requirements.
• Experience administering 401(k) and RRSP programs, including employer contributions and matching.
• Highly detail-oriented and organized, with the ability to manage multiple entities and pay schedules simultaneously.
• Ability to handle confidential employee and payroll information with discretion.
• Strong communication skills and the ability to work effectively with employees, management, external agencies, and payroll vendors.
• Payroll certification such as PCP, CPP, or FPC is an asset but not required.