Full Job Description
We are seeking an accomplished Senior Payroll & Benefits Analyst to provide operational excellence across our North American payroll and benefits environment. Based remotely in the US or in our Montreal office, this role reports to the Director of Global Payroll & Benefits and owns the delivery of accurate, timely, and compliant payroll.
The Senior Analyst will oversee & process bi-weekly payroll for 200+ employees in Canada and 100+ in the US, while supporting benefits administration. This role is accountable for payroll data integrity, reconciliations, regulatory filings, and year-end execution across federal, state, provincial, and local jurisdictions.
As a trusted subject matter expert, the Senior Analyst will advise and partner Finance, Stock Administration, employees, and external vendors. The role will resolve complex matters, strengthen governance and controls, mitigate risk, and advance scalable payroll and benefits operations across the region.
Key Tasks & Responsibilities
Day-to-Day Operations
• Payroll Processing: Manage end-to-end bi-weekly payroll for hourly and salaried employees across the US and Canada, including adjustments, retroactive pay, manual checks, terminations, severance, and taxable benefits.
• Benefits Support: Assist with enrolments, life events, terminations, leaves of absence, and related programs; experience with the OPUS transit program is an asset.
• Data and Vendor Management: Audit Workday, ADP, and carrier interfaces; resolve transmission errors; and manage day-to-day relationships with payroll and benefits providers and US state agencies.
• Employee Support: Resolve complex questions concerning pay calculations, tax withholding, garnishments, and benefits deductions.
• Process Improvement: Identify control gaps and bottlenecks, then automate, standardize, and scale North American payroll processes.
Month-End Tasks
• General Ledger Support: Partner with Accounting to investigate payroll variances and resolve discrepancies.
• Retirement Contributions: Reconcile and report US 401(k) and Canadian RRSP/DPSP contributions within statutory funding deadlines.
• Workers' Compensation: Submit fees on time and partner with HR Business Partners to maintain workplace injury records and state or provincial accounts.
Quarter-End Tasks
• Tax Reconciliation: Reconcile quarterly gross-to-net payroll against US federal and state filings, including Form 941 and unemployment returns, and correct exceptions before close.
• Canadian Remittances: Audit and reconcile Ontario EHT, Quebec HSF, and other provincial payroll tax obligations.
• Equity Processing: Partner with Stock Administration to calculate RSU withholding, process taxable income and required remittances, and reconcile ESPP contributions for both semi-annual purchase periods, including taxable gains.
Year-End Tasks
• Statutory Forms: Balance, amend, generate, and distribute US W-2/W-2c and Canadian T4/T4A/RL-1 forms; verify T4 and RL-1 slips for accurate employee payroll and tax information; and prepare RL-1 summaries and reconcile payroll tax totals.
• Taxable Benefits: Calculate and process annual taxable benefits in final payrolls.
• ACA Compliance: Audit and file Forms 1094-C and 1095-C.
• Canadian Filings: Complete annual provincial payroll tax and workers' compensation returns, including Quebec's mandatory training report.
• Workers' Compensation Reconciliations: Complete year-end reconciliations for Ontario, British Columbia, and Alberta, and prepare the annual CNESST salary declaration.
Audits & Risk Management
• Internal Controls: Execute and document payroll controls for every pay cycle in accordance with SOX and company requirements.
• Regulatory Audits: Coordinate responses to Department of Labor, IRS, CRA, and workers' compensation authorities, including WSIB, WCB, and CNESST, and submit accurate assessable-payroll reports.
Desired Experience & Qualifications
• Preferred Certifications: CPP and/or CEBS in the US; PCP or CPM through Canada's National Payroll Institute.
• Experience: 5-8+ years in high-volume corporate payroll and health and welfare benefits, including at least 3 years managing both US and Canadian payroll compliance, taxation, and year-end activities.
Technical Skills & Competencies
• Systems: Advanced proficiency in Workday and ADP Workforce Now.
• Excel: Advanced skills in XLOOKUP/VLOOKUP, PivotTables, IF statements, and large-data reconciliation.
• Compliance: Strong knowledge of US FLSA, ERISA, Section 125, and ACA requirements, plus Canadian employment standards, provincial labour rules, and Record of Employment requirements.
• Core Competencies: Strong analytical, problem-solving, communication, and stakeholder-management skills, with exceptional accuracy and discretion when handling sensitive data.
• Language: Written and spoken French would be advantageous & highly preferred.
