USA Payroll Specialist

Giesecke & Devrient GmbH; Markham; Hybrid; CAD 66,000 - 82,000; Full time

Job summary

Giesecke+Devrient ePayments Canada Inc. is seeking a Payroll Specialist to accurately process U.S. payroll for multiple states using ADP Workforce Now.

You will ensure compliance with federal, state, and local regulations while maintaining employee records and responding to payroll inquiries. The role partners with HR, Benefits, Finance, and external vendors to maintain payroll accuracy and timeliness. A Diploma/Bachelor’s in relevant field is preferred, with 2–5 years of payroll experience and

Qualifications

• 2–5 years of U.S. payroll processing experience.
• Experience processing multi-state payrolls.
• Hands-on experience with ADP Workforce Now or other multi-module HRIS payroll system.
• Experience with time and attendance systems preferred.
• Experience with payroll reconciliations and audits.
• Experience supporting payrolls in multiple states and jurisdictions.

Responsibilities

• Process bi-weekly payrolls through ADP Workforce Now.
• Review and audit payroll data including hires, terminations, pay rate changes, bonuses, deductions.
• Validate time and attendance data prior to payroll processing.
• Balance payroll prior to final management review.
• Ensure compliance with federal, state, and local payroll laws and regulations.
• Assist with year-end activities including W-2 preparation and distribution.
• Prepare payroll reports and audits with Finance and external auditors.

Skills

Payroll processing

Multi-state payroll

Time & attendance

Data analysis

Attention to detail

Communication

Confidentiality

Payroll regulations

Education

Bachelor’s degree in Payroll/Accounting/Finance/HR/Business

PCP designation preferred

Tools

ADP Workforce Now

Job description

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$66,000-82,000 plus up to 5% bonus, capped at 150%. This posting is for an existing vacancy.

Job Summary

The USA Payroll Specialist is responsible for the accurate and timely processing of multi-state U.S. payroll using ADP Workforce Now (WFN). This role ensures compliance with federal, state, and local payroll regulations while maintaining employee payroll records, processing payroll transactions, and providing exceptional customer service to employees and managers. The Payroll Processor partners closely with People+, Benefits, Finance, and third-party vendors to ensure payroll accuracy and compliance. This position plays a critical role in ensuring employees are paid accurately and on time while maintaining compliance with all applicable U.S. payroll regulations and company policies.

Primary Responsibilities

Payroll Processing

• Process bi-weekly payrolls through ADP Workforce Now.
• Review and audit payroll data, including new hires, terminations, pay rate changes, promotions, bonuses, commissions, and deductions.
• Validate time and attendance data, ensuring accuracy and completeness before payroll processing.
• Analyze payroll registers and exception reports to identify and correct discrepancies.
• Process off-cycle payrolls, manual checks, and payroll adjustments as required.
• Balance payroll prior to final management review

Compliance & Tax Administration

• Ensure compliance with federal, state, and local payroll laws and regulations.
• Support payroll tax inquiries escalating to Team Lead where required and work with ADP regarding tax filings and notices.
• Process wage garnishments, child support orders, tax levies, and other court-ordered deductions.
• Maintain compliance with FLSA, state wage and hour requirements, and company policies.
• Assist with year-end activities, including W-2 preparation, reconciliation, and distribution.
• Participate in company audits (401K NDT, organizational, workers comp, etc) as required.

Employee Support & Manager Support

• Respond to employee and management inquiries regarding pay, taxes, deductions, time reporting, and payroll policies.
• Research and resolve payroll discrepancies in a timely and professional manner.
• Educate employees on self-service payroll functionality within ADP Workforce Now.
• Perform onboarding orientation and ongoing training to employees and managers.

Payroll Administration

• Maintain employee payroll records and ensure data integrity within ADP Workforce Now.
• Review and process benefit deductions, retirement plan contributions, and other voluntary deductions as per direction of the Benefits department.
• Support payroll audits, internal controls, and compliance requirements.
• Document payroll procedures and participate in process improvement initiatives.
• Collaborate with People+ to provide payroll communications to the organization as needed.
• Perform other duties as required.
• Generate and analyze payroll reports and audit reports from ADP Workforce Now.
• Provide supporting documentation and reporting to Finance with bi-weekly payrolls.
• Assist with monthly, quarterly, and annual payroll reporting requirements.
• Support external and internal audits by gathering payroll documentation and evidence.

Qualifications, Experience and Educational Requirements

Work Experience:

• 2-5 years of U.S. payroll processing experience.
• Experience processing multi-state payrolls.
• Hands-on experience with ADP Workforce Now or other multi-module HRIS payroll system required.
• Experience with time and attendance systems preferred.
• Experience with payroll reconciliations and audits.
• Experience supporting payrolls in multiple states and jurisdictions.
• Experience with payroll audits, and compliance testing.
• Experience working in a shared services or high-volume payroll environment.

Skills and Competencies:

• Understanding of U.S. payroll regulations, taxation, and wage and hour laws.
• Knowledge of garnishments, benefit deductions, and time & attendance.
• Proficiency in ADP Workforce Now or similar HRIS.
• Intermediate to advanced Microsoft Excel skills, including VLOOKUPs, PivotTables, and data analysis.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Ability to manage high volumes of requests from various sources.
• Excellent verbal and written communication skills.
• Self-motivated professional with the ability to effectively collaborate and communicate with employees, managers, and stakeholders at all levels of the organization.
• Key Performance Indicators (KPIs)
  • Payroll accuracy rate.
  • On-time payroll processing.
  • Number of payroll corrections required post-payroll.
  • Timely resolution of employee inquiries.
  • Compliance with payroll deadlines and regulatory requirements.

Education:

• Diploma or Bachelor's degree in Payroll, Accounting, Finance, Human Resources, Business Administration, or a related field preferred.
• PCP (Payroll Compliance Practitioner) designation or working toward certification preferred.

Working Conditions

• Hybrid work arrangement of WFH & In Office requirements.
• Regular collaboration with with team members, regionally (Canada and U.S.).
• High degree of data confidentiality and compliance responsibility.

Physical Requirements

• Ability to work primarily in an office environment.
• Ability to sit and work at a computer for extended periods.
• Ability to manage competing deadlines in a fast-paced environment.

Additional Information

*This job description is not intended to be all inclusive. The candidate hired will also perform other reasonable related business duties as assigned by the supervisor. The company reserves the right to revise or change job duties as needed. This job description does not constitute a written or implied contract of employment.

Giesecke+Devrient ePayments Canada Inc. is an equal opportunity employer and values diversity in its workforce, encouraging applications from all qualified individuals. Upon request by the applicant, accommodation will be provided in all parts of the hiring process.

By applying to this position you are confirming you possess either a Canadian citizenship, permanent resident status or valid work permit.

Please note: Reference Checks and Credit, Criminal Background Checks will be administered on suitably qualified candidates. Your application will be kept on file for up to two years.

We appreciate your interest in joining our team and thank all applicants for taking the time to apply.

Giesecke+Devrient ePayments Canada, Inc. is an equal opportunity employer and values diversity in its workforce, encouraging applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you would like to contact us, please contact Human Resources at [e-mail]