Payroll Specialist
Location: Montreal, QC (5 days onsite for the first 3 months and then hybrid: 3 days on-site, 2 days remote)
Employment Type: Full time Permanent
Only candidates legally eligible to work in Canada without the need for visa sponsorship will be contacted.
Job description
We are seeking an experienced Payroll Specialist to ensure employees receive timely and accurate compensation. This position requires technical payroll expertise, attention to detail, and strong interpersonal skills.
Payroll Administration
- Process semi-monthly payroll for all employees, ensuring accuracy and compliance with company policies and federal and provincial regulations.
- Manage the full payroll cycle, including timecard verification, gross-to-net calculations, statutory deductions (CPP, EI, income tax), and final pay processing.
- Reconcile payroll data each cycle and investigate and resolve discrepancies.
- Ensure new hires, terminations, leaves of absence, and other employee changes are accurately reflected in the payroll system, working closely with HR colleagues.
- Calculate and process bonuses, overtime, commissions, retroactive pay, and other variable compensation.
- Maintain employee profiles and payroll information in the system.
- Coordinate with department heads to verify and approve payroll data before processing.
- Liaise with external payroll providers or software support teams to resolve system issues.
Year-End & Tax Compliance
- Lead the preparation, reconciliation, and distribution of year-end payroll documents, including T4s, T4As, and RL-1 slips for Quebec employees.
- Ensure accurate reporting of taxable benefits, pensionable and insurable earnings, and other required information in compliance with CRA and Revenu Québec requirements.
- Submit year-end filings to the CRA and Revenu Québec within prescribed deadlines, including T4 Summary and RL-1 Summary transmittals.
- Manage Records of Employment (ROEs) and ensure timely submission through Service Canada.
- Stay current on changes to federal and provincial payroll regulations and year-end reporting requirements.
- Respond to employee inquiries regarding T4s, RL-1s, and other payroll-related tax matters.
Payroll Controls & Compliance
- Design, implement, and enforce payroll internal controls, including segregation of duties, authorization levels, and pre- and post-payroll reconciliations.
- Conduct regular payroll audits, maintain process documentation, and collaborate with Finance and internal audit teams to support regulatory reviews.
Other Responsibilities
- Assist employees with payroll inquiries in a professional and timely manner.
- Maintain records of paid leave, sick days, and other necessary deductions.
- File and archive payroll documentation in accordance with retention policies.
- Verify and reconcile billing statements from payroll vendors and third-party suppliers against contracts and payroll data, resolving discrepancies.
- Coordinate with Finance and Accounts Payable to ensure timely payment and proper cost centre coding of approved invoices.
Qualifications
- Payroll Compliance Professional (PCP) certification is mandatory.
- 7–10 years of experience in Canadian payroll processing.
- Experience with U.S. corporate income tax within a financial institution and the ability to understand corporate tax terminology and get up to speed quickly. Experience with specific U.S. tax forms is not required. Experience focused on personal income tax alone does not meet this requirement.
- Strong understanding of accounting principles and practices related to payroll.
- Demonstrated experience with T4, RL-1, and Canadian payroll year-end processing.
- Proven ability to design and enforce payroll controls and audit procedures.
- Knowledge of payroll software; ADP is preferred. Please indicate which systems you have used.
- Strong attention to detail and analytical and problem-solving skills.
- Professional verbal and written communication skills in English and French, to support Anglophone clients and work with Anglophone colleagues.
- A college diploma or equivalent payroll training is required. A bachelor’s degree in Finance, HR, or a related field is an asset.
PlanIT is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided based on qualifications, merit, and business needs.
Disclosure:
This posting represents an active and genuine vacancy with one of Plan IT’s clients and is not intended for speculative or pipeline recruitment. Plan IT and/or its clients may use AI-assisted tools from time to time to support the screening and evaluation of applications; however, these tools do not replace human judgment or decision-making at any stage of the hiring process.
