Payroll Specialist

Overview

An organization specializing in AI and technology solutions is seeking an experienced Payroll Specialist to manage end-to-end payroll processing for employees across the United States and Canada. This role requires expertise in multi-state U.S. payroll, Canadian payroll regulations, and tax compliance, with a strong focus on accuracy and customer service.

Responsibilities

• Process bi-weekly payroll for U.S. and Canadian employees using ADP Workforce Now (WFN)
• Accurately calculate wages, overtime, bonuses, commissions, deductions, and taxes
• Maintain employee payroll records including new hires, terminations, promotions, salary changes, and benefit deductions
• Process payroll adjustments, retroactive pay, garnishments, and off-cycle payrolls as needed
• Reconcile payroll reports and general ledger entries
• Ensure compliance with federal, state/provincial, and local payroll tax regulations in the U.S. and Canada
• Coordinate tax filings with ADP
• Support year-end activities including W-2s, T4s, and other required tax reporting
• Respond promptly to employee payroll inquiries and resolve discrepancies
• Collaborate with HR and Finance to ensure payroll data accuracy
• Assist with payroll audits and provide supporting documentation
• Maintain confidentiality of employee information and payroll records
• Identify opportunities to improve payroll processes and system efficiencies

Required Qualifications

• 3–5+ years of payroll processing experience
• Hands-on experience with ADP Workforce Now (WFN) is required
• Experience processing payroll for both U.S. and Canadian employees
• Strong knowledge of multi-state U.S. payroll laws, Canadian payroll legislation, payroll taxes, compliance requirements, garnishments, and wage deductions
• Experience reconciling payroll reports and working with general ledger accounts
• Proficiency in Microsoft Excel (including VLOOKUP/XLOOKUP, Pivot Tables, formulas)
• Excellent analytical, organizational, and problem-solving skills
• Strong communication skills
• Ability to handle confidential information with discretion

Preferred Qualifications

• Certified Payroll Professional (CPP) designation preferred
• PCP or CPM certification through the National Payroll Institute (Canada) is a plus
• Experience supporting payroll for 300+ employees across multiple entities or locations
• Experience with HRIS, timekeeping, and benefits administration
• Knowledge of SOX controls and payroll audit processes

Key Competencies

• Accuracy and attention to detail
• Time management and ability to meet strict deadlines
• Strong organizational skills
• Critical thinking and problem solving
• Customer-focused mindset
• Ability to work independently and collaboratively

Success Measures

• Deliver accurate, on-time payroll every pay period
• Maintain compliance with all U.S. and Canadian payroll regulations
• Minimize payroll errors and adjustments
• Provide excellent support to employees and internal stakeholders
• Continuously improve payroll processes and reporting efficiency

Compensation & Benefits

• Flexible work arrangements including remote and in-person options
• Potential travel up to 25% depending on role requirements
• Supportive culture valuing work-life balance and flexibility

Location

• Remote or based out of Massachusetts headquarters or regional hubs in the United States

Equal Employment Opportunity

The organization is committed to equal employment opportunity without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other protected basis under federal, state, or local law. Diversity is valued as a driver of innovation and creativity.