Payroll Specialist

We require the talent of a Payroll Specialist experienced in both US and Canadian payroll.

The US and Canadian Payroll Specialist is responsible for accurately processing payroll for both US and Canadian employees, including unionized workers. This role involves adhering to union agreements, ensuring compliance with labor laws, and managing multi-jurisdictional payroll systems.

Key Responsibilities:

US Payroll Duties

Payroll Processing: Accurately process payroll for hourly and salary employees in the US, ensuring correct calculation of wages, overtime, shift differentials, and bonuses.

• Overtime and Shift Differentials: Ensure that overtime, shift differentials, and other specific pay elements are correctly calculated and applied based on labor laws.

• Tax Compliance: Calculate and ensure proper withholding of federal, state, and local taxes, ensuring compliance with US tax laws and regulations.

• Report Generation: Generate and distribute payroll reports, including union-specific reports for union stewards and other stakeholders, ensuring timely submission.

• Payroll Discrepancy Resolution: Address and resolve any payroll discrepancies, employee inquiries, or concerns related to pay, benefits, or deductions.

Canadian Payroll Duties (Unionized Environment):

• Payroll Processing: Accurately process payroll for hourly unionized employees in Canada and salary employees, ensuring the proper calculation of wages, overtime, union dues, and other benefits according to union agreements.

• Union Agreement Adherence: Implement collective bargaining agreement terms, including pay scales, benefits, and other union provisions in the payroll process.

• Tax Compliance: Calculate and ensure proper deductions for Canadian federal, provincial, and territorial taxes, including Canada Pension Plan (CPP), Employment Insurance (EI), and income tax, while complying with the latest tax laws.

• Union Dues and Contributions: Process union dues and other deductions, ensuring they are in line with union agreements.

• Benefit Contributions: Administer benefit deductions and contributions, including health, dental, pension, and other employee benefits, as outlined in union agreements.

• Payroll Reporting: Generate and submit required payroll reports for union leaders and government filings such as T4s, tax returns, and other compliance-related documentation.

Cross-Border Coordination and Compliance:

• Multi-Country Payroll Processing: Ensure that US and Canadian payrolls are processed separately but in coordination to meet deadlines, regulatory requirements, and organizational needs.

• Compliance with Laws and Regulations: Stay current on federal, state, provincial, and territorial regulations in both countries, ensuring payroll processing is compliant with all labor laws, tax regulations, and union contracts.

• Year-End and Tax Filing Support: Year-end processing, including the preparation and distribution of W-2s (US) and T4s (Canada) for employees. Ensure timely filing of necessary tax documents with local and federal agencies in both the US and Canada.

General Responsibilities:

• Record Keeping: Maintain accurate records for all payroll transactions, including employee earnings, deductions, tax filings, and union contributions.

• Audit and Compliance: Provide payroll data for audits (internal and external), including union-specific documentation to ensure compliance with labor laws and union agreements.

• System Maintenance: Support the payroll system (e.g., ADP, Ceridian, or other payroll systems), ensuring that system configurations are aligned with union agreements and applicable tax rules.

• Problem-Solving: Resolve complex payroll issues, particularly those arising from union agreements, collective bargaining disputes, or cross-border taxation issues.

Qualifications:

• Education:

o Payroll certification Certified Payroll Professional

• Experience:

o 5 years of experience US and Canadian payroll.

o Experience with union contracts and collective bargaining agreements.

o Knowledge of cross-border taxation and compliance.

Preferred Skills:

• Experience working with payroll for employees covered by collective bargaining agreements in Canada.

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• Experience in using cross-border payroll platforms or systems.

Work Environment:

• This position is based in an office setting and on site- no work from home option available