Payroll Administrator, US & Canada Payroll Processing

Department: Finance

Location: Headquarters - Toronto

Hybrid - 2-3X per week in the Toronto office.

Position Overview

Blue Moon Metals is seeking an experienced and detail-oriented Payroll Administrator to join our growing team. This role is responsible for supporting the accurate and timely processing of US payroll, with secondary support for Canadian payroll, while applying strong knowledge of payroll rules, regulatory requirements, reconciliations, tax reporting, workers compensation, and payroll-related compliance obligations.

The Payroll Administrator will work closely with Human Resources, Finance, employees, external payroll providers, and other internal stakeholders to ensure payroll information is accurate, complete, and processed in accordance with company procedures and applicable federal, state, provincial, and local payroll requirements.

This is an ideal opportunity for someone who is highly comfortable with US payroll administration, Paychex, payroll controls, and evolving payroll practices in a growing, multi-jurisdictional organization.

Key Responsibilities

US Payroll Processing & Administration

• Coordinate and support regular US payroll processing, ensuring employee information, hours, earnings, deductions, taxable benefits, and other payroll inputs are accurate and submitted on time.
• Review payroll information for completeness and accuracy prior to processing, including validation of pay rules, overtime treatment, PTO and leave-related items, and full-time or part-time payroll classifications.
• Reconcile payroll data, deductions, taxes withheld, payroll-related balances, and other payroll outputs, identifying discrepancies and coordinating corrections as required.
• Support payroll tax reporting and required filings by ensuring data provided through Paychex and other payroll-related systems is accurate, complete, and reviewed in a timely manner.
• Support workers compensation payroll reporting, reconciliations, audit requirements, and related documentation across applicable US jurisdictions.
• Execute payroll-related onboarding, offboarding, employee status changes, compensation updates, banking information, and other payroll changes in an accurate and timely manner.
• Maintain accurate payroll records, documentation, and audit-ready support in accordance with company practices and applicable record-retention requirements.
• Stay current on payroll requirements across relevant US jurisdictions and proactively research or escalate emerging requirements related to payroll rules, filings, overtime, PTO, and other payroll compliance matters.

Payroll Data, Onboarding & Offboarding

• Maintain payroll-related employee data and ensure payroll changes are accurately reflected between HR, payroll, and related systems.
• Support payroll setup for new hires, including required payroll documentation, jurisdictional requirements, tax setup, banking information, and other payroll-specific data.
• Execute payroll-related offboarding activities, including final pay information, required payroll documentation, and applicable compliance reporting.
• Promote data integrity between HRIS and payroll systems as the organization moves toward a more integrated HR and payroll environment.

Employee & Internal Support

• Serve as a point of contact for routine payroll questions and provide timely, professional support to employees, managers, Human Resources, and Finance.
• Research and help resolve payroll discrepancies or employee inquiries, escalating complex matters when appropriate.
• Communicate payroll deadlines, required documentation, and payroll-related information clearly and proactively.
• Handle employee and payroll information with a high degree of confidentiality, discretion, and professionalism.

Compliance & Reporting

• Support payroll administration in accordance with applicable US and Canadian payroll, tax, workers compensation, and reporting requirements.
• Assist with payroll reconciliations, including payroll data, deductions, tax withholdings, payroll-related balances, and other control accounts.
• Support payroll audits, workers compensation audits, and other state, federal, provincial, or internal payroll-related reviews.
• Assist with Canadian payroll reporting requirements, including ROE and T4/T4A preparation, as needed.
• Review US payroll provider outputs and reports to help ensure required payroll filings, tax reporting, and year-end documentation are accurate and complete.
• Identify opportunities to improve payroll processes, documentation, reconciliations, and data accuracy as the organization continues to grow.

 Qualifications

• Post-secondary education in Payroll, Accounting, Finance, Human Resources, Business Administration, or a related field.
• Approximately 3+ years of experience in US payroll administration, payroll coordination, or a similar role.
• Experience with multi-state US payroll, payroll tax reporting, payroll audits, and workers compensation reporting or audits.
• Strong understanding of US payroll practices, including overtime rules, PTO treatment, payroll classifications, deductions, filings, and confidentiality requirements.
• Experience supporting end-to-end US payroll processes and employee payroll changes.
• Understanding of salaried and hourly payroll processes, timesheets, pay period changes, and recurring payroll deadlines.
• Experience working with Paychex is required.
• Experience with Easypay is considered an asset.
• Experience with FIFO and/or rotational employee payroll processing would be an asset.
• Experience working with HRIS/payroll integrations and maintaining data integrity between HR and payroll systems is considered an asset.
• Familiarity with SAP or experience supporting payroll in an SAP environment is considered an asset.
• Strong attention to detail and commitment to payroll accuracy, reconciliations, and audit-ready documentation.
• Excellent organizational and time-management skills, with the ability to manage recurring deadlines and competing priorities.
• Strong communication and interpersonal skills with an employee-focused approach.
• Ability to work independently while collaborating effectively across Human Resources, Finance, payroll providers, and other functions.