Payroll Specialist managing end - to - end payroll for Canadian employees at ZEISS. Ensuring compliance with Canadian payroll legislation and discrepancies resolution.
About the role
- Payroll Specialist handling payroll operations across the U.S. and Canada for multi-location marketing solutions company. Ensuring accuracy, resolving discrepancies, and managing compliance in a hybrid work environment.
Responsibilities
- Perform audits to validate pay setup, including pay rates, start and end dates, annual salary, pay type, pay frequency, auto pay, and default hours.
- Identify, investigate, and correct payroll discrepancies for active employees and new hires.
- Process pay rate changes, terminations, and employee action forms (EAFs).
- Process spot bonuses by adding appropriate earning codes, validating payroll timing, documenting approvals, and linking requests for audit support.
- Support U.S. and Canadian payroll processing on semi-monthly schedules.
- Process weekly off-cycle U.S. expense reimbursement payrolls in coordination with Accounting.
- Ensure proper handling of Canadian reimbursements by preparing documentation for inclusion in the next regular payroll.
- Collaborate with Accounting to validate and create monthly contractor invoices in Deel.
- Ensure all employee documents are accurately categorized and stored to support compliance, audits, and record retention requirements.
- Process RRSP Payroll Deduction Authorization forms and maintain accurate employee records.
- Coordinate RRSP deductions through Blue Marble based on deduction type.
- Upload RRSP contribution files after each payroll.
- Fund 401(k) contributions after each payroll cycle.
- Calculate and post quarterly 401k and RRSP employer matches.
- Manage weekly review of Earth Class Mail (ECM) HR inbox.
- Process tax notices, PFML notices, unemployment claims, and other agency correspondence.
- Coordinate investigations with Paylocity and respond through applicable state and agency portals.
- Ensure reviewed notices are properly disposed of to maintain inbox and document storage integrity.
- Complete employment verifications as requested.
- Maintain accurate documentation and audit trails for all payroll processes.
- Collaborate with HR, Benefits, and Accounting teams to ensure operational alignment and compliance.
- Manage annual, monthly, and quarter compliance reporting requirements, including workers’ compensation board; Employer Health Tax; internal and external audits, non-discrimination and compliance testing, and regulatory reporting
Requirements
- 5+ years of experience in Global Payroll Operations
- Strong working knowledge of U.S. and Canadian payroll processes.
- Proficiency in Excel.
- Exceptional attention to detail and audit-oriented mindset.
- Ability to handle confidential information with discretion and professionalism.
- Strong organizational skills with the ability to manage recurring deadlines.
- Effective written and verbal communication skills.
- Willing to adapt to changes in the job description as deemed necessary by the business and accept all other duties as assigned
- Experience with UKG, Paylocity or similar HRIS/payroll systems (desired but not required).
Benefits
- Health insurance plans, dental, and vision
- Wellness incentives
- 401(k) plan with employer match
- Flexible paid time off
- Quarterly wellness days
- Paid holidays
- Unique employee engagement programs
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