Payroll Specialist

Position Overview

We are seeking a detail-oriented and customer-focused Payroll Specialist to support the Corporate Payroll team in a fast-paced environment. This position is responsible for processing U.S. and Canadian payroll, ensuring accurate and timely payroll administration, maintaining compliance, and providing exceptional service to employees and management.

The ideal candidate will possess strong analytical, organizational, and communication skills, along with a commitment to confidentiality, accuracy, and continuous process improvement.

Key Responsibilities

Payroll Processing & Administration

• Process U.S. and Canadian payroll accurately and within established deadlines.

• Identify, investigate, and resolve payroll processing errors and discrepancies.

• Serve as a secondary processor for U.S. and Canadian non-exempt payrolls.

• Communicate with local management teams to ensure accurate payroll processing.

• Exercise sound judgment and discretion when making payroll-related decisions.

• Maintain accurate, secure, and compliant payroll records and employee information.

Payroll Reconciliation & Tax Compliance

• Complete and balance all required payroll reconciliations accurately and on time.

• Prepare and complete applicable payroll tax documentation, including:

  • Form 941

  • W-2

  • T4

  • Other relevant payroll tax documentation

• Ensure payroll processes and records comply with applicable requirements.

• Identify discrepancies and take appropriate corrective action.

• Maintain accurate process documentation, including payroll manuals and standard operating procedures (SOPs).

Employee Support & Customer Service

• Provide timely, accurate, and professional payroll guidance and support to employees.

• Respond to payroll-related inquiries and resolve issues while maintaining confidentiality.

• Collaborate with management, HR, and other departments to address payroll concerns.

• Build positive working relationships with employees and management across multiple organizational levels.

• Deliver exceptional customer service while supporting payroll accuracy and compliance.

Process Improvement & Special Projects

• Identify opportunities to improve payroll processes, systems, and workflows.

• Apply a continuous improvement mindset to daily payroll operations.

• Participate in special projects supporting payroll management and operational metrics.

• Support the development and maintenance of payroll procedures and documentation.

• Prioritize multiple assignments and meet established deadlines.

Required Qualifications

Education & Experience

• Minimum of 3 years of general office or accounting experience.

• Intermediate understanding of accounting principles and mathematical procedures.

• Ability to work independently and collaboratively within a team environment.

Technical Skills

• Proficiency in Microsoft Office applications, including:

  • Microsoft Excel

  • Microsoft Word

  • Microsoft Outlook

• Knowledge of IBM systems, including CICS and IMS.

• Knowledge of Master Data Management (MDM) systems.

• Ability to maintain accurate payroll records and identify discrepancies.

• Strong analytical and problem-solving capabilities.

Professional Skills

• Exceptional attention to detail and accuracy.

• Strong organizational and time management skills.

• Excellent written and verbal communication abilities.

• Ability to manage multiple tasks, establish priorities, and meet deadlines.

• Strong customer service and interpersonal skills.

• Ability to make timely, well-informed decisions.

• Strategic thinking and sound judgment.

• Commitment to confidentiality and professional ethics.

• Proactive approach to process improvement and operational efficiency.

Preferred Qualifications

• Previous payroll processing experience.

• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent experience.

• Familiarity with organizational business units and corporate structures.

• Experience supporting payroll reconciliation, tax reporting, or payroll compliance activities.

• Experience working in a large corporate or multi-location environment.

Physical & Communication Requirements

• Ability to hear, speak, read, comprehend, and communicate clearly in person and by telephone.

• Ability to communicate effectively through written correspondence.

• Physical activities may include standing, filing, bending, sitting for extended periods, and working on the telephone.