Payroll Assistant

2 weeks ago

Toronto, Ontario, Canada CAD Industries Ferroviaires Ltée Full time

Company Summary:

Cad Railway Industries Ltd was established in 1968 with headquarters in Montreal, setting a standard as North America's primary provider of comprehensive solutions in the freight, passenger, and commuter rail sectors across Canada, the United States, and international markets. The company also operates facilities in Calgary and Lethbridge (known as Caltrax) and has been chosen by the ONxpress Transportation Partners association to manage all legacy fleet maintenance services for the Metrolinx rail fleet, which includes approximately 1000 bi-level coaches and 90 locomotives. Cad Railway's dedicated team will oversee operations at Metrolinx's maintenance facilities in Etobicoke and Whitby, as well as various light servicing sites throughout the Metrolinx service area.

Summary of the Role:

The Payroll Assistant plays a crucial role within the Finance team, ensuring the accurate and timely processing of employee payroll. This position demands meticulous attention to detail, strong organizational skills, and a deep comprehension of payroll procedures and regulations. Working closely with HR staff, employees, and external partners, the Payroll Assistant ensures the efficient execution of all payroll tasks, guaranteeing that employees receive their compensation accurately and punctually.

This role involves collaborating with management, customers, suppliers, partners, and other stakeholders to maintain effective operations.

Core Accountabilities:

Payroll Processing:

  • Collect and validate employee timekeeping records to ensure compliance with company policies and regulations.
  • Enter and update employee data, including new hires, terminations, salary adjustments, deductions, and other relevant details in the payroll system.
  • Accurately calculate and process employee salaries, wages, bonuses, commissions, and overtime payments.
  • Review and reconcile payroll reports to rectify any discrepancies.

Benefits and Deductions:

  • Manage employee benefits, such as health insurance and retirement plans, along with deductions like taxes and contributions.
  • Ensure the precise and timely processing of employee deductions, benefits, and garnishments.
  • Stay informed about changes in payroll-related laws and regulations to ensure compliance with all requirements.

Record Keeping and Reporting:

  • Maintain updated and well-organized payroll records in both electronic and physical formats.
  • Generate payroll reports for management, HR, and finance teams as required.
  • Prepare payroll data for audits and provide documentation to auditors as necessary.

Employee Inquiries and Support:

  • Address employee queries regarding payroll promptly and professionally.
  • Assist employees in understanding their pay statements and resolving any payroll-related issues.
  • Collaborate with HR and finance teams to resolve payroll discrepancies and implement corrective measures.

Timekeeping and Attendance Management:

  • Review and approve employee timecards to ensure adherence to company policies and regulations.
  • Support the implementation and maintenance of timekeeping systems and processes.

Compliance and Policy Adherence:

  • Ensure compliance with company policies, payroll procedures, and internal controls.
  • Monitor and enforce compliance with local, state, and federal payroll-related regulations.

Payroll System Management:

  • Collaborate with IT or software providers to maintain and upgrade the payroll system.
  • Participate in testing and implementing system enhancements and upgrades.

Qualifications:

  • High school diploma or equivalent required; an associate's degree in accounting, finance, or a related field is preferred.
  • Demonstrated experience as a payroll assistant, coordinator, or in a similar payroll processing role is advantageous.
  • Familiarity with payroll software and systems such as ADP or Paychex.
  • Understanding of payroll principles, tax regulations, and employment laws.
  • Strong analytical skills with attention to detail.
  • Proficient in Microsoft Office applications, particularly Excel.
  • Effective communication and interpersonal skills for engaging with employees and team members.
  • Ability to handle sensitive information confidentially.

Nice to Have:

  • Experience in a unionized environment.
  • Background in industries like Aerospace.
  • Previous involvement in the rail sector with comprehensive knowledge of rail equipment.

Cad Railway Industries Ltd. is an equal opportunity employer committed to maintaining an inclusive and safe environment for all individuals, irrespective of age, race, ethnicity, nationality, sexual orientation, gender identity, expression, religion, or disability status.

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