Payroll Analyst

Job Title:

Payroll Analyst

Operating Group:

Human Resources

Division/Cluster:

Payroll Department

Reports to (Name & Title):

Manager of Payroll, North America

Type of position (Select One):

☒ Employee (FT/PT)  ☐ Casual (PTAN)  ☐ Intern/Co-Op   ☐ Trainee

FLSA Status:

☒ Exempt                  ☐ Non-Exempt      ☐ Hourly

Job Summary:

The Payroll Analyst will be detail-oriented and experienced supporting payroll processing across all U.S. states and Canadian provinces. The ideal candidate will be well-versed in both U.S. and Canadian federal, state, and provincial labor and tax regulations as well as ensuring timely, accurate payroll for multi-jurisdictional employees. This role requires strong analytical, compliance, and customer service skills.

Essential Duties and Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Payroll Processing & Compliance

• Prepare and process multi-state U.S. and multi-province Canadian payrolls (salaried and hourly) on a bi-weekly, semi-monthly, or monthly basis.
• Ensure compliance with federal, state, provincial, and local laws regarding wages, deductions, taxes, and reporting requirements (e.g., IRS, CRA, SSA, state/provincial labor boards).
• Calculate and review retroactive payments, bonuses, garnishments, commissions, and other special pay types.
• Coordinate and validate payroll inputs from HR, Time & Attendance systems, and benefits.
• Investigate and resolve errors in payroll and accounting systems.
• Ensure accuracy and timeliness of payroll

Reporting & Analysis

• Reconcile payroll reports and GL accounts; support month-end and year-end close.
• Create and analyze payroll reports for finance, HR, and auditors.
• Prepare and Audit year-end tax forms (e.g., W-2, W-2C, 1099, T4, T4A, RL-1).
• Ensure that all employee termination and remittances are done accurately and on time - including ROE, RRSP, WSIB.
• Assist in payroll audits and ensure documentation is audit ready.
• Act as a liaison with auditors and various government agencies

System Management & Process Improvement

• Maintain accurate payroll records in payroll/HRIS platforms (e.g., ADP, Success Factors).
• Participate in system upgrades, testing, and implementations.
• Identify and implement process improvements for payroll efficiency and accuracy.
• Update Payroll SOP’s and procedures as necessary

Employee Support & Communication

• Respond to payroll inquiries from employees in the U.S. and Canada in a timely, professional manner.
• Educate employees and managers on payroll-related topics (e.g., paystubs, tax forms, direct deposit).

• Other duties as assigned

Supervisory Responsibilities

No supervisory responsibilities

Skills

The requirements listed below are representative of acquired skills required.

• In-depth knowledge of U.S. federal and state labor/payroll laws (FLSA, IRS regulations, etc.).
• Strong understanding of Canadian payroll legislation (Employment Standards, CRA, provincial regulations).
• Experience with payroll systems (e.g., ADP Workforce Now, ADP eTime, Success Factors).
• Proficient in Microsoft Suite, i.e. Excel, Word and PowerPoint.
• Excellent attention to detail, time management skills, and confidentiality.
• Strong communication and problem-solving skills.
• Strong organizational skills, and ability to work under pressure with tight deadlines

Preferred Qualifications

• Experience supporting a distributed workforce or multi-entity organization.
• Bilingual (English/French) is a strong asset, especially for Quebec payroll.

Competency

The requirements listed below are competencies required to perform the job successfully.

Education, Certifications, and Experience (required)

• 3+ years of end-to-end payroll experience in both U.S. and Canadian jurisdictions.
• Post Secondary Education in Business or related discipline

Physical and Environmental Conditions

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• General office environment
• Remote or hybrid work setting.
• Fast-paced, deadline-driven environment.
• Cross-functional collaboration with HR, Finance, and Operations teams.

Travel Requirements

• None