Payroll Specialist

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

📋 Description

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

• Verify timecards, overtime, bonuses, commissions, employee modifications, deductions, retroactive adjustments, off-cycle payments, and final paychecks.

• Reconcile payroll registers and generate funding requests along with necessary supporting documents.

• Prepare Canadian Records of Employment and assist in W-2 and T4 year-end reporting processes.

• Provide backup support for other members of the payroll team as needed.

• Review payroll notifications, monitor deadlines, and collect information to ensure timely responses.

• Adhere to payroll regulations and internal controls, escalating complex tax, wage, and compliance inquiries as necessary.

• Maintain precise records and procedures while suggesting enhancements for recurring issues.

• Address employee inquiries regarding payment, deductions, and leave payments.

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

• Verify leave dates, benefit amounts, payment offsets, and changes for return-to-work with the benefits team.

• Assist in U.S. and Canadian benefits administration through eligibility assessments, enrollment updates, and maintenance of deductions.

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

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

• Confirm deposits and escalate issues related to missing, rejected, or erroneous contributions.

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

• Assist with reviews of contribution limits, corrections, and annual testing.

⛳️ Requirements

• Generally, 3–5 years of direct payroll experience, covering multistate U.S. and multiprovince Canadian payroll for both salaried and hourly employees.

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

• Understanding of Canadian employee benefits, encompassing health, dental, life, and disability coverage, as well as eligibility criteria and payroll deductions.

• Experience handling 401(k) contribution files, coordinating funding, verifying deposits, reconciling accounts, conducting annual plan audits, and responding to information requests.

• Solid grasp of payroll fundamentals, such as overtime, taxable earnings, statutory deductions, and year-end reporting procedures.

• Proficient in Excel, including the use of lookups, pivot tables, and data reconciliation techniques.

• Experience with Rippling payroll, time and attendance systems, and reporting is preferable.

• Background in supporting multiple entities or clinic locations is advantageous.

• Knowledge of Canadian Records of Employment and retirement plan deductions is beneficial.

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

• Exceptional attention to detail, organizational skills, judgment, deadline management, communication, discretion, problem-solving, and adaptability.

• Must be legally authorized to work in the United States at the time of hire and should not require employer sponsorship for a work visa, now or in the future.

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

• Candidates selected for the position must pass a background check in accordance with applicable federal, provincial, and state regulations.

🏝️ Benefits

• Complimentary whole-body scans for all team members.

• Opportunities for growth and professional development.

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

• Flexible vacation policy.

• 401(k) retirement savings plan with pre-tax contributions; no current company matching contributions.

• Extensive health, dental, vision, and mental health coverage.

• Chance to positively impact people's lives and health.