Payroll Specialist

This is a fully remote position, open to applicants in Canada.

📋 Description

• Process biweekly and semimonthly payrolls for salaried and hourly employees across various U.S. states, Canadian provinces, and legal entities.

• Validate timecards, overtime, bonuses, commissions, employee changes, and deductions.

• Calculate retroactive adjustments, off-cycle payments, and final pay settlements.

• Reconcile payroll registers and prepare funding requests along with supporting documentation.

• Prepare Canadian Records of Employment and assist with year-end reporting reviews for W-2 and T4 forms.

• Provide backup support for fellow payroll team members.

• Review payroll notices, monitor deadlines, and collect information for responses.

• Adhere to payroll requirements and internal controls, escalating complex tax, wage, and compliance inquiries.

• Maintain precise records and procedures, recommending enhancements as necessary.

• Respond to employee inquiries regarding pay, deductions, and leave payments.

• Calculate salary continuation and employer top-ups in coordination with U.S. leave programs, disability benefits, and Canadian Employment Insurance.

• Confirm leave dates, benefit amounts, payment offsets, and return-to-work adjustments with the benefits team.

• Assist with U.S. and Canadian benefits administration through eligibility assessments, enrollment updates, and deduction management.

• Reconcile benefits deductions and carrier invoices in collaboration with benefits teams and providers.

• Prepare 401(k) contribution files, reconcile deductions and employer contributions, and coordinate funding with Finance and the plan provider.

• Verify deposits and escalate issues related to missing, rejected, or incorrect contributions.

• Compile data and documentation for the annual 401(k) plan audit.

• Assist with contribution limit reviews, corrections, and annual testing.

⛳️ Requirements

• Typically have 3–5 years of hands-on payroll experience, including multistate U.S. and multiprovince Canadian payroll for both salaried and hourly employees.

• Possess knowledge of U.S. state paid family and medical leave and disability programs, including direct experience in calculating related payments and coordinating employer top-ups.

• Familiarity with Canadian employee benefits such as health, dental, life, and disability coverage, along with eligibility requirements and payroll deductions.

• Experience with 401(k) contribution files, funding coordination, deposit verification, reconciliation, annual plan audits, and information requests.

• Working understanding of payroll fundamentals, including overtime, taxable earnings, statutory deductions, and year-end reporting.

• Strong proficiency in Excel, including lookups, pivot tables, and data reconciliation.

• High attention to detail, organizational skills, sound judgment, ability to manage deadlines, and discretion with confidential information.

• Excellent communication skills.

• Preferred experience with Rippling payroll, time and attendance systems, and reporting.

• Preferred experience supporting multiple entities or clinic locations.

• Familiarity with Canadian Records of Employment and retirement plan deductions is an asset.

• Payroll certification such as FPC, CPP, or Canadian Payroll Compliance Professional designation is a plus.

• Must be legally authorized to work in Canada at the time of hire and not require current or future employer sponsorship.

• Must be available to work Pacific Time business hours year-round, observing PST/PDT.

🏝️ Benefits

• Whole-body scans included as part of employee benefits.

• Opportunities for growth and professional development.

• Weekly team gatherings to connect, share, and socialize.

• Flexible vacation policy.

• Comprehensive health, dental, and vision benefits, including mental health coverage.

• Eligible Canadian employees can access RRSP and TFSA retirement savings plans with immediate, optional enrollment.

• Background checks conducted in compliance with applicable regulations.