Payroll Specialist

Overview

The organization is seeking a Payroll Specialist to support payroll, benefits, and retirement operations for U.S. and Canadian employees. Working closely with the Senior Payroll Specialist and the benefits team, you will manage assigned payroll activities, resolve routine discrepancies, and escalate complex issues for guidance.

This role does not provide visa sponsorship. Applicants must be legally authorized to work in the United States at the time of hire and must not require employer sponsorship for a work visa (current or future).

Schedule requirement: This position requires working Pacific Time business hours year-round, observing PST/PDT, regardless of your location.

Responsibilities

Payroll execution

• Process assigned biweekly and semimonthly payrolls for salaried and hourly employees across multiple 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.
• Reconcile payroll registers and prepare funding requests and supporting records for review and approval.
• Prepare Canadian Records of Employment and assist with year-end reporting, including W-2 and T4 reviews.
• Provide backup coverage for other payroll team members’ payroll as needed.

Compliance and employee support

• Review assigned payroll notices, track deadlines, and gather information for timely responses.
• Follow established payroll requirements and internal controls, escalating complex tax, wage, and compliance questions.
• Maintain accurate records and procedures; recommend improvements when recurring issues arise.
• Respond clearly and promptly to employee questions about pay, deductions, and leave payments.

Benefits administration and leave pay

• Calculate salary continuation and employer top-ups coordinated with U.S. state leave programs, disability benefits, and Canadian Employment Insurance.
• Confirm approved leave dates, benefit amounts, payment offsets, and return-to-work changes with the benefits team.
• Support U.S. and Canadian benefits administration through eligibility reviews, enrollment updates, and deduction maintenance.
• Reconcile benefits deductions and carrier invoices; coordinate resolution with the benefits team and providers.

Retirement plan funding and audit support

• Prepare 401(k) contribution files, reconcile employee deductions and applicable employer contributions, and coordinate funding with Finance and the plan provider.
• Verify deposits and promptly escalate missing, rejected, or incorrect contributions.
• Compile participant data, payroll records, and reconciliations for the annual 401(k) plan audit.
• Assist with contribution limit reviews, corrections, and annual testing under leadership guidance.

Requirements

• Typically 3–5 years of hands-on payroll experience, including multistate U.S. and multiprovince Canadian payroll for salaried and hourly employees.
• Knowledge of U.S. state paid family and medical leave and disability programs, including direct experience calculating related payments and coordinating employer top-ups.
• Knowledge of Canadian employee benefits, including health, dental, life, and disability coverage; eligibility requirements; and payroll deductions.
• Experience with 401(k) including contribution files, funding coordination, deposit verification, reconciliation, and annual 401(k) plan audit support (record preparation and information requests).
• Working knowledge of payroll fundamentals, including overtime, taxable earnings, statutory deductions, and year-end reporting.
• Strong Excel skills, including lookups, pivot tables, and data reconciliation.
• Excellent attention to detail, organization, and judgment; ability to meet deadlines and recognize when additional review is needed.
• Clear communication skills and discretion when handling confidential information.
• Experience with Rippling payroll, time and attendance, and reporting is preferred.
• Experience supporting multiple entities or clinic locations is preferred.
• Familiarity with Canadian Records of Employment and retirement plan deductions is an asset.
• A payroll certification, such as FPC, CPP, or the Canadian Payroll Compliance Professional designation is an asset.

Compensation & Benefits

• Base salary range: $68,500–$80,500 in local currency, depending upon experience and geographic location.
• 401(k) retirement savings plan for eligible employees with pre-tax contributions; no matching contributions are currently offered.
• Comprehensive benefits package including health, dental, vision, and mental health coverage.
• Flexible vacation policy.

Location

• Working Pacific Time business hours year-round (PST/PDT) regardless of your location.