Senior Payroll Specialist

Celonis is the global leader in Process Intelligence and the pioneer of Process Mining technology. As one of the world’s fastest-growing enterprise SaaS companies, we are changemakers pushing the boundaries of what’s possible. We invest heavily in advanced AI capabilities—specifically our Process Intelligence Graph—to turn data insights into immediate business action. We believe there is a massive opportunity to unlock global productivity and sustainability by placing intelligence at the core of every business process. Join our mission to make processes work for people, companies, and the planet. About The Role We are seeking an experienced and detail-oriented Senior Payroll Specialist (IC3) to take end-to-end ownership of our multi-state US and Canadian payroll operations. We are in the middle of an exciting AI transformation, actively embedding AI into everything we do. In this role, you will lead the accurate, compliant, and timely processing of payroll for a growing workforce while directly contributing to how we re-imagine payroll operations using modern AI and automation tools. This role exercises independent judgment while managing complex payroll operations, identifying operational risks, and recommending practical solutions that support payroll accuracy, compliance, and continuous process improvement. As a senior individual contributor, you will act as a trusted SME for employee payroll inquiries, lead complex tax and regulatory compliance projects across US states and Canadian provinces, and help drive the future of AI-powered payroll systems and workflows. Payroll Environment Supports 850+ employees across three legal entities in the United States and Canada. Processes two separate U.S. bi-weekly payrolls utilizing ADP Workforce Now (WFN). Processes Canadian semi-monthly payroll utilizing UKG Payroll for employees located in Ontario and British Columbia. Workday serves as the HR System of Record (HRIS) supporting employee lifecycle events, organizational changes, compensation updates, and payroll-related employee data. Partners closely with Human Resources, Benefits, Finance, Accounting, Treasury, and other key stakeholders to ensure accurate, timely, and compliant payroll operations. What you will do: Payroll Processing & Operations (US & Canada) Lead end-to-end processing of semi-monthly / bi-weekly payrolls for US and Canada employees (exempt, non-exempt, hourly, and salary). Process complex payments, including equity (NSO/ISO/RSU tax withholding), bonuses, commissions, retro pay, terminations, severance, and off-cycle runs. Partner with Service Delivery to process hires, transfers, compensation adjustments, leaves of absence (FMLA, STD, LTD, Canadian EI/MAT leaves), and terminations. Calculate and ensure accurate processing of statutory deductions, garnishments, court orders, 401(k)/RRSP contributions, and benefit withholdings. Compliance & Tax Management Ensure strict compliance with US federal, state, and local payroll tax laws, FLSA overtime regulations, and labor standards. Oversee Canadian payroll compliance across multiple provinces (Ontario & British Columbia), including Employment Insurance (EI), Canada Pension Plan (CPP/QPP), Employer Health Tax (EHT/CNESST), and Record of Employment (ROE) issuance. Partner with external payroll vendors and tax accountants to manage quarter-end and year-end processes, including US W-2/1095-C auditing and Canadian T4/T4A/RL-1 filings. Support internal and external payroll, benefit, and financial audits (e.g., 401(k) audits, workers' comp, tax authority notices). Process Improvement & Systems Identify opportunities to automate, streamline, and scale payroll processes between HRIS, time tracking, and accounting systems. Audit payroll inputs and outputs systematically to maintain a near-zero error rate. Reconcile payroll tax accounts and ledger entries in partnership with the Finance/Accounting team. Employee Experience & Collaboration Serve as the primary point of contact for employee inquiries regarding paychecks, withholdings, tax forms, and deductions, delivering high-touch, empathetic support Maintain comprehensive documentation for payroll processes, standard operating procedures (SOPs), and compliance controls. Qualifications & Requirements Experience: 5+ years of hands-on experience independently running both US and Canadian payrolls in high-growth or mid-to-large multi-state/multi-province environments. Deep expertise in US payroll tax mechanics (multi-state withholding, FLSA rules, fringe benefits). Strong working knowledge of Canadian payroll mechanics, provincial employment standards, ROE processing). Proficiency with ADP Workforce Now, UKG Payroll, and Workday, with the ability to navigate employee lifecycle transactions and payroll processing across integrated payroll and HR systems. Intermediate to Advanced Microsoft Excel skills with experience analyzing, reconciling, auditing, and validating large payroll datasets. AI & Process Modernization: Strong AI-first mindset with experience leveraging generative AI and automation tools to optimize multi-country payroll workflows, draft employee communications, and accelerate complex tax/compliance research. Demonstrated ability to independently research payroll issues, evaluate options, exercise sound judgment, and recommend practical solutions while maintaining strict confidentiality. Exceptional accuracy, attention to detail, sound judgment, high integrity when handling confidential compensation data, strong organizational and time management skills, and excellent written and verbal communication skills. Certifications (Preferred) US: Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC). Canada: Payroll Compliance Professional (PCP) via the National Payroll Institute (NPI). Visa sponsorship is not offered for this role. What Celonis can offer you Pioneer Innovation: Work with the global leader in Process Mining and the Process Intelligence Graph to shape the future of AI-driven business operations. Ownership from Day 1: Every full-time Celonaut is an owner, receiving Restricted Stock Units (RSUs) and merit-based refresh grants. Unrivaled Family Support: Benefit from our inclusive parental leave policy—24 weeks of fully paid leave for primary carers and 12 weeks for supporting carers, available from your first day of employment. Work-Life Integration: Enjoy Unlimited PTO (in applicable regions) and generous PTO globally, as well as a flexible hybrid work model that balances remote focus with vibrant office collaboration. Continuous Growth: Elevate your skills through our 70-20-10 learning framework, mentorship programs, and access to a dedicated learning platform. Holistic Well-being: Prioritize your health with subsidized Wellhub memberships, mental health counseling, and dedicated Wellness Weeks that prioritize work/life balance. Drive Sustainability: Participate in annual Impact Days, where you receive paid time off to volunteer for community and environmental causes with your local office, or virtually. Global Inclusion & Belonging: Find community through our Inclusion Think Tank and participate in our annual Inclusion Days, ensuring every voice is heard and valued. Value-Driven Impact: Join a mission-led organization where our core values—Live for Customer Value, The Best Team Wins, We Own It, and Earth Is Our Future—drive every decision. About Us Celonis makes processes work — for people, companies, and the planet. Powered by process mining and AI, the Celonis Process Intelligence Platform integrates process data and business context to create a living digital twin of business operations. We enable thousands of companies worldwide to understand how their business actually runs and, together with their partners, build intelligent solutions that transform and continuously improve the way they operate — unlocking billions in value. Celonis is headquartered in Munich, Germany, and New York City, USA, with more than 20 offices worldwide. Celonis Inclusion Statement: At Celonis, we believe our people make us who we are and that “The Best Team Wins”. We know that the best teams are made up of people who bring different perspectives to the table. And when everyone feels included, able to speak up and knows their voice is heard - that's when creativity and innovation happen. 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