EASTWOOD | Payroll Specialist

Department:    HRSS Reporting to:   HRSS or Finance Director

Compensation Band/Level:     3C

Company Summary:

Majorel supports clients all over the world to successfully shape their customer relationships. More than 48,000 employees in 28 countries design and implement customized solutions for this purpose. We create amazing customer experiences that people value and we are proud of. By combining talent, data, and technology, we deliver real impact for our partners. Today's rapidly changing world is sometimes challenging for service delivery; But with our spirit of true entrepreneurship, adaptability and our drive to go further, we view it as an opportunity to innovate by getting the best from people and technology. We constantly strive for the best. We know that doing so is pursuing a moving target. It takes full commitment to go the extra mile. Mutual respect and trust is the hallmark of every successful business, and it's the same at Majorel. We know that challenges are met and ambitions achieved through teamwork: not only amongst our colleagues, but in partnership with our clients too.

Position Summary:

The Payroll Administrator is responsible for all aspects of the employee pay cycle for assigned country.  Conducts the processing of payroll data. Ensures that computing, withholding, or deductions associated with pay is done properly. Organizes and reviews forms associated with provincial, jurisdiction, and local authorities Administers the distribution of paychecks and arranges direct deposit and pay card programs. Ensures payroll records are updated and reports on any matters of interest.  Ensures proper posting of entries to general ledger.  Responsible for accuracy, efficiency, and effectives of the payroll process.  System expertise is required for system of record.  This position is a stand-alone position. May require a bachelor's degree in area of specialty. Familiar with a variety of the field's concepts, practices, and procedures. Relies on extensive experience and judgment to plan and accomplish goals. Performs a variety of tasks. A wide degree of creativity and latitude is expected. Reports to a manager.  This role also oversees all administrative and transactional aspects of the Benefits administration function including, health, dental, AD&D, life and retirement options.  The Payroll Administrator ensures that proper internal payroll procedures/policies are followed and compliance with legislative requirements.

Overall Responsibilities:

Calculates, audits and balances payroll amounts and accounts;  processes cheques and tax statements; and reconciles accounting reports

Determines tax set up charges; processes adjustments and documentation as needed for compliance with CRA regulations

Reviews hard copy and on-line payroll documents, including timecards for completeness and accuracy

Reviews and resolves problems/corrections with department administrators

Verifies and adjusts payroll, budget and general ledger allocations; validates accounting charges to current accounting listings

Answers questions and resolves problems concerning payroll matters for employees and department managers. Provides detailed assistance to employees and department managers concerning deductions and payroll codes

Payroll records management

Staffing services coordination re: employee hours, reporting and invoicing

Process all government related documentation

Process all end-to-end payroll utilizing company systems

Process end to end payroll transmission and payment processing 

Process all year end and new year payroll related processes

Point of contact for payroll concerns and issue

Onboarding of new hires into payroll and timekeeping systems

Benefits Administration

Responsible for enrollment, termination, modification of all employee benefit options; benefit reporting, reconciliation and invoicing

Reporting

Manage and update standard reporting schedule

Issue reports to different users (supervisors managers, outside regulatory

agencies, accounting and corporate)

Report Summary

Bonus Accrual Report monthly to accounting

Labour report-weekly (accounting)

Hours-including overtime and holidays hours

New Hire/ Term/ Transfer Report

Staffing Services Invoices –Weekly to Accounting and Staffing Agencies

Vacation Balance Allocations by department

Vacation Accrual (accounting)

Payroll GL for Accounting (deductions, vacation accrual, garnishment payments, housing/auto)

Bank Reconciliation Report

Personnel Report bi-weekly and monthly

Job Earnings Distribution Report-monthly

Benefit Allocations/ Journal Entries

Regulatory compliance reports

Just in time reports as required to support HR, management and supervisors

Other

Annual pay cycle projects:  Bonus and salary increases, data audit.

Handles special projects as assigned.

Job Requirements:

Experience in Payroll processing for country

Excellent communication and organizational skills;

Ability to perform complex mathematics processes;

Ability to maintain accurate and detailed records;

Computer savvy, in particular using spreadsheets and data base software;

Analytical, reasoning and problem solving skills;

Expertise in Payroll regulations for country

Knowledge of employment legislation

Expert in payroll processing system

Expert in timekeeping system

Experience in running complete payroll cycle end to end including payment transmission

Degree or Diploma in Finance or Payroll related area

Proficiency in MS Word and Excel

Physical Demands & Work Environment: 

While performing the duties of this job the employee requires mobility, the ability to distinguish letters, numbers and symbols as well as hand/eye coordination. The employee regularly sits for long periods of time. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee regularly uses office equipment such as multi-line telephone systems, fax machine, copy machine, calculator. Employee will regularly use a computer for extended periods of time. The employee must occasionally lift and/or move up to 10 pounds.

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.

All of the above job duties may be changed/modified/deleted at any time by the Company; any other job duties may be assigned as needed.

Standard General Security Roles and Responsibilities

Understand and adhere to policies, guidelines and procedures pertaining to ethics and compliance, and to the protection of Information Assets, integrity of customer transactions, proper and ethical utilization of access privileges and resources provided to perform the role. Fully comply with all provisions of the Company Code of Conduct, Acceptable Use Policy and Confidentiality Agreement.

Protect company assets, systems, proprietary and confidential information in accordance with Majorel Confidentiality policy and Corporate Information Security Policies and Procedures.

Proactively report actual or suspected ethics and compliance violations, vulnerabilities, security incidents and breaches in the confidentiality, integrity or availability of Information assets as per the Company's Incident Reporting Process.

Process personal data, client data and employer business specific data in accordance with customer contracts, company guidelines and federal and state requirements.

General sign off:

This description has been prepared to assist in evaluating various classes of responsibilities, skills, and working conditions.  It indicates the kinds of tasks and levels of work difficulty required of positions given this classification.  It is not intended as a complete list of specific duties and responsibilities.  Nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision.  Nothing contained herein is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and the Company.  The Company retains and reserves any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.  I have read and understand the requirements of this job description and I am able to meet the requirements as listed above with or without reasonable accommodations

Employee Name & Signature Date