Payroll Supervisor

Payroll Supervisor

The Payroll Supervisor is responsible for all activities of the payroll department for the USA and Canada including administering all aspects of payroll, developing reporting procedures and internal controls; implementing procedures and processes, ensuring the accuracy of payroll, related data and compliance with company and regulatory requirements and guidelines. This role would also support human resources, accounting and senior management with special reports, analytics and compensation assistance.

Duties and responsibilities include:

• Train, direct and oversee the payroll team
• Making hiring decisions, providing feedback on performance; development to ensure career growth and promote succession planning
• Creating weekly schedule for the payroll team for business coverage
• Completes performance reviews and time management needs for the team
• Manage and guarantee weekly disbursement of multi-country, multi-state/province and multi-company payroll (biweekly and semi-monthly), including garnishments and liens, benefits and taxes to 600+ employees consistent with federal, state and provincial wage and hour laws
• Ensure the processing and set up of new hires, temporary workers, transfers, promotions, rate changes, direct deposit accounts, deductions and terminations in a timely and accurate manner
• Demonstrates knowledge of state, provincial and federal taxes, withholding laws, and wage deduction legalities resulting in accurate payroll administration
• Develops new policies and internal controls for the purpose of ensuring the accuracy of data and compliance with applicable standards and specifications
• Train managers on payroll system and effective automated management tools such as attendance tracking, overtime reporting, time off requests, etc.
• Responsible for the rollover/creation of benefits in the payroll system for annual Open Enrollment to ensure deductions and elections are accurate; collaborates closely with Benefits Vendor to ensure seamless open enrollment process; for Canadian payroll working with accounting to complete benefit funding
• Assist employees with payroll, time-off and 401(k) related questions
• Adjust employee's timecards as needed
• Audit W-2s and T-4s, payroll balance sheets, YTD earnings, etc.
• Partner with HR and Benefits Administrator in continuing to improve the payroll and benefits system and streamline processes
• Ensure systems are set-up and updated to reflect our current employee base, including wages, benefits, sick and vacation time; system admin for employee access and security
• Manage regular preparation of relevant management reports, including weekly, monthly, quarterly and year-end reports (gross payroll, hours worked, vacation accrual, tax deductions, benefit deductions, etc.)
• Works collaboratively with the Human Resources Department on matters pertaining to employee compensation
• Responsible for preparation of state, provincial and federal reports
• Coordinates payroll deductions and executes accounts payable checks for distribution to vendors
• Responsible for record keeping of all employee earnings, creating and distributing accurate earnings statements
• Authorizes and cuts manual checks for the purpose of resolving problems and meeting special compensation requirements
• Work with payroll provider to ensure all state, provincial and federal reporting requirements are met
• Set up new accounts with agencies and payroll facilitator for state, provincial and local taxes keeping in compliance
• Ensures timely and accurate transmittal of social security funds, federal tax transfer of funds, and direct deposit transfer of funds
• Reconcile insurance invoices monthly
• Website Administrator for 401(k) plan, retrieve Fidelity Feedback files and add all 401k contributions and 401k loan deductions on employees; initiates and maintains Canadian RRSP plan and integration with Payroll software
• Download expense reports from Concur and upload into payroll
• Researches discrepancies of payroll information and/or documentation for the purpose of ensuring accuracy and implementing corrective measures as necessary
• Download all payroll/tax reports on the payroll drive
• Ability to travel up to once a quarter
• Other duties as assigned
• Reports to the Corporate Controller

Skills and experience required include:

• 2+ years of prior multi-state payroll processing experience
• Compensation: $65,000 - $70,000 Annual
• Associates Degree in accounting, business administration or a related preferred
• Certified Payroll Professional (CPP) or Payroll Compliance Professional (PCP) designation highly preferred
• Supervisory experience a plus
• Recent experience in a position having significant payroll responsibilities in the coordination and supervision of payroll operations for 250+ employees
• General payroll, bookkeeping, record keeping and filing procedures
• Knowledge and proficiency in the operation and use of computers utilizing HRIS systems, spreadsheet and database management software programs
• Maintain current knowledge of applicable laws and regulations which impact preparation of payrolls
• Positive interpersonal communication skills, self-motivation and self-discipline
• Works successfully both independently and on a team
• Work confidentially with discretion on privileged and sensitive information
• Strong analytical skills are required
• Work under pressure of deadlines while maintaining a professional attitude and calm demeanor
• Accuracy and attention to detail required
• Knowledge of all applicable USA and Canada state, provincial and federal laws and guidelines required
• Experience with remittance for Canadian payroll of WSIB
• Extensive knowledge of UltiPro/Ultimate Software or other similar Payroll software
• Proficient at MS Office (especially Excel, Word, Outlook)
• Exercise independent judgment and decision on payroll matters
• Passionate, Adaptable, Customer Focused and Teamwork oriented
• Strong sense of urgency and accountability

Physical/mental requirements include:

• Requires prolonged sitting, standing, bending and walking
• Moderate to heavy use of hands in grasping, repetitive hand movement and finger coordination in keeping records and using a keyboard
• Speech and hearing to communicate effectively in group settings, one-on-one, and by telephone
• High level of concentration, confidentiality and organization
• Ability to multi-task

Remote/hybrid work requirements: In order to work remotely the employee must:

• Reside in the United States or Canada.
• Have access to high-speed reliable internet (with a minimum of 50 mbps for download speed and 50 mbps for upload speed).
• Have a quiet, dedicated workspace free from distraction.
• For more details, see the Remote Work Policy in the Employee Handbook.

This job description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.