Payroll Specialist, NA

Human Resources Department 

The Human Resources (HR) team is responsible for managing the entire employee lifecycle from recruitment through retirement, collaborating closely with various departments such as Operations, Sales, Finance, and Legal to ensure a cohesive and supportive work environment. Our HR team is distinguished by its proactive and strategic approach. Unlike in many organizations where HR functions are limited to administrative oversight, our HR professionals are empowered with the authority and responsibility to drive critical processes directly. This includes talent acquisition, employee development, performance management, and organizational planning. By leveraging in-house expertise, our HR team can align long-term organizational sustainability with innovative HR practices and cost-effective strategies. This alignment ensures that our workforce is engaged, motivated, and equipped to contribute to the company's success. Each member of our HR team plays a pivotal role in making high-impact decisions, resulting in a more dynamic and productive work environment. 

Position Overview 

This role can be based in any of our QC locations: Saint-Bruno-de-Montarville; Pointe-Claire; or Québec, QC. In alignment with our flexible work policy (3 days on site required, 2 days flexible).

The Payroll & Benefits Specialist is responsible for managing and administering the payroll, benefits, and leave programs for employees within the data center organization in Canada. This role ensures accurate and timely payroll processing, compliance with federal, provincial, and local regulations, and effective communication of benefits and leave programs to employees. The Payroll & Benefits Specialist works closely with HR, Finance, and external vendors to maintain efficient and accurate payroll, benefits, and leave operations. 

Essential Job Functions 

Payroll Administration: 

• Process bi-weekly payroll for all Canadian employees, ensuring accuracy and compliance with company policies and Canadian regulations. 

• Maintain and update payroll records, including employee information, earnings, deductions, and taxes. 

• Reconcile payroll prior to transmission and validate confirmed reports. 

• Handle payroll discrepancies and resolve issues related to payroll processing. 

• Prepare and distribute payroll reports to management and other departments as needed. 

• Provide requested employment verifications.  

Benefits Administration: 

• Administer employee benefits programs, including health, dental, vision, life insurance, and retirement plans. 

• Manage benefits enrollment, changes, and terminations in the HRIS and benefits systems. 

• Assist employees with benefits inquiries and provide information on available benefits. 

• Coordinate annual open enrollment process, including communication and education efforts. 

• Ensure compliance with federal, provincial, and local regulations related to benefits administration. 

• Perform audit of existing employee benefits and bills. 

Leave Administration: 

• Manage leave programs. 

• Process leave requests and ensure accurate record-keeping and tracking of leave balances. 

• Provide guidance to employees on leave policies and procedures, and assist with leave-related inquiries. 

• Ensure compliance with federal, provincial, and local leave regulations and company policies. 

Compliance and Reporting: 

• Ensure compliance with all federal, provincial, and local payroll, benefits, and leave regulations. 

• Prepare and submit required reports and filings. 

• Maintain accurate records and documentation for all payroll, benefits, and leave activities. 

Employee Communication and Education: 

• Develop and implement communication strategies to effectively inform employees about payroll, benefits, and leave programs. 

• Conduct training sessions and provide resources to help employees understand their payroll, benefits, and leave options. 

• Create and distribute employee communications regarding payroll schedules, benefits updates, leave policies and policy changes. 

• Provide timely and courteous customer service regarding payroll, benefits, and leave related questions. 

Vendor Management: 

• Manage relationships with external payroll and benefits vendors to ensure high-quality service and cost-effective solutions. 

• Coordinate with vendors to resolve issues, ensure timely delivery of services, and ensure positive employee experience. 

• Review and negotiate vendor contracts and agreements as needed. 

Continuous Improvement: 

• Stay current with industry trends and best practices in payroll, benefits, and leave administration. 

• Identify, recommend and implement process improvements to enhance the efficiency and effectiveness of payroll, benefits, and leave operations. 

Additional Duties: 

• Handle additional duties as assigned by Management. 

Job Requirements 

Education: 

• Bachelor’s degree in Human Resources, Business Administration, Accounting, or a related field, or relevant experience. 

• Payroll Compliance Professional (PCP) preferred but not required. 

Experience: 

• 5-7 years of experience in payroll, benefits, and leave administration. 

• Experience with ADP WFN required and Workday preferred.  

• Experience with Payroll Integration and projects required.  

Skills: 

• Bilingual written and spoken, French and English, required. 

• Strong knowledge of federal, provincial, and local payroll, benefits and leave regulations. 

• Proficiency in payroll, benefits, and leave administration systems, as well as Microsoft Office Suite. 

• Excellent analytical and problem-solving skills, with attention to detail and accuracy. 

• Strong communication and interpersonal skills, with the ability to effectively communicate complex information to employees. 

• Ability to handle confidential information with discretion and professionalism. 

• Demonstrated ability to manage multiple tasks and meet deadlines. 

• Self-starter with the ability to work independently and as part of a team. 

• Travel required is expected to be up to 5% but may increase over time as the business evolves. 

Physical Demands and Special Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects; reach with hands and arms; climb stairs; balance; stoop or kneel; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. 

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