Payroll Specialist Canada

ZEISS Group•Toronto, ON

1d•CA$64,000 - CA$80,000•Onsite

About The Position

The Payroll Specialist I – Canada is a mid-level role within the Payroll Operations team, responsible for end-to-end payroll processing for Canadian employees across multiple provinces with greater independence and ownership than entry-level positions. This role requires a solid understanding of Canadian payroll legislation, provincial tax regulations, CRA compliance requirements, and payroll systems. The Payroll Specialist II will ensure accurate and timely payroll processing, resolve payroll discrepancies, and support the Payroll Lead on special projects. This role also serves as a backup resource for U.S. payroll entities as needed, requiring working familiarity with U.S. federal and state payroll practices.

Requirements

High school diploma or equivalent required
2-4 years of experience in payroll processing or a related role.
Experience with payroll systems (e.g., ADP, Workday, Paychex, or similar) is required.
Strong knowledge of payroll laws, tax regulations, and compliance requirements.
Proficiency in Microsoft Office Suite, particularly Excel (e.g., pivot tables, formulas)
Strong knowledge of CRA payroll remittance requirements, T4/ROE filing, and federal and provincial employment standards.
Exposure to U.S. payroll practices is an asset; willingness to develop U.S. backup capability is required.
Excellent attention to detail and accuracy in data entry and calculations.
Strong problem-solving and analytical skills.
Effective communication and interpersonal skills to interact with employees and team members.
Ability to handle sensitive and confidential information with discretion.
Highly organized and able to manage multiple priorities and deadlines.
Proactive and solution-oriented mindset.
Eagerness to learn and grow within the payroll function.

Nice To Haves

associate or bachelor’s degree in accounting, finance, human resources, or a related field preferred.
Familiarity with Quebec payroll requirements (RL-1, CNESST, QPIP) is an asset.

Responsibilities

Process payroll for salaried and hourly Canadian employees across applicable provinces, ensuring accuracy and timeliness in compliance with the applicable Employment Standards Act (ESA) requirements.
Review and verify employee timecards, hours worked, and other payroll data for accuracy, including overtime calculations per provincial standards.
Calculate and process wages, overtime, bonuses, commissions, and deductions in compliance with Canadian federal and provincial legislation, including CPP, EI, and applicable provincial health levies.
Handle payroll adjustments such as retroactive pay, statutory deductions, tax adjustments, and corrections.
Process Records of Employment (ROEs) accurately and on time in accordance with Service Canada requirements.
Administer provincial statutory leaves (e.g., parental leave top-ups, sick leave) and ensure accurate payroll treatment during leave periods.
Ensure payroll is processed in compliance with CRA requirements, provincial employment standards, and applicable collective agreements or company policies.
Assist in preparing and filing payroll tax remittances and year-end filings including T4s, T4As, and RL-1s (Quebec, as applicable).
Generate and review payroll reports for accuracy and provide them to management and finance as needed.
Stay current on changes to federal and provincial payroll legislation, tax rates, and regulatory requirements.
Support year-end payroll reconciliation processes, including pension and benefits reconciliations.
Respond to employee inquiries regarding payroll, deductions, T4s, and tax forms in a professional and timely manner.
Assist employees with updates to direct deposit information, TD1 forms (federal and provincial), and other payroll-related documentation.
Resolve payroll discrepancies and escalate complex issues to the Payroll Manager as necessary.
Maintain and update employee payroll records in the payroll system (Workday/ADP), ensuring data integrity, confidentiality, and compliance with applicable privacy legislation (PIPEDA).
Assist in testing and implementing updates or changes to payroll systems and software.
Identify opportunities to improve payroll processes and recommend solutions to enhance efficiency and accuracy.
Serve as a backup resource for U.S. payroll processing as needed, including support for multi-state payroll runs and compliance tasks.
Maintain working knowledge of U.S. federal payroll requirements (FLSA, FICA, FUTA) and key state-level obligations to enable effective backup coverage.
Collaborate with U.S.-based payroll team members to ensure continuity of payroll operations during peak periods or staff absences.