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Title:  Payroll Administrator


Waterloo, ON, CA, N2V 1C6

About Descartes: 


We are Descartes, a global leader in providing on-demand, software-as-a-service solutions focused on improving the productivity, performance, and security of logistics-intensive businesses. Our Logistics Technology Platform digitally combines the world’s most expansive logistics network with the industry’s broadest array of logistics management applications and most comprehensive offering of global trade related intelligence. It helps get inventory, information, assets, and people where they are needed. By combining innovative technology, powerful trade intelligence and the reach of our network, we deliver the industry’s most complete offering of cloud-based logistics and supply chain management solutions.

As an employer, we are values driven and foster a challenging environment for our over 1600 employees. We strive to ensure that each member of our team is given the tools and support they need to make valuable contributions. Descartes is committed to providing a stimulating and rewarding work environment, including competitive salaries and benefits.As part of Descartes’ operations, Human Resources (HR) enables our employees and business units on a global scale. Our culture embraces diversity of thought, fosters respect for the individual, and encourages expression because every employee has a voice.


Covid-19 Hiring Update: We have transitioned to an interim work-from-home model and we are continuing to interview and hire during this time. This role is expected to begin as a remote position. We understand each person’s circumstances may be unique and will work with you to explore possible interim options.


What we are looking for?


The Human Resources Department at Descartes is looking for a Payroll Administrator. We are looking for a someone who is highly organized and accountable, with the proven capability to process payroll with efficiency and accuracy.  You are detail oriented and self-directed with the ability to manage competing priorities and adherence to deadlines.

The Payroll Administrator is responsible for the North American payroll function including the recordkeeping, preparation, calculation, verification, transmission and reporting process for employees in North America. Our goal is to ensure accurate and timely processing of payroll with adherence to compliance principles. The Payroll Administrator is also responsible for payroll related tax filing and remittance including EHT and WSIB.

While the primary focus of this role is administering payroll, we are upgrading our Canadian payroll platform in 2021. This will bring an exciting and challenging opportunity to guide and implement our new payroll platform as well as plan for continued development in the US.


What is in it for you?


Be part of a winning & growing company that offers opportunity for those ambitious enough to lead change and support growth! You will have the opportunity to work with an energetic and friendly team who are innovative and passionate, with a genuine commitment to diversity and inclusion.

The ideal candidate will enjoy working for a growing global organization of 1600+ employees in 26 countries. Descartes grows organically, but also through acquisition and this role directly experiences growth of our employee base and is actively involved in how acquired employees are integrated into the organization. This is a full-time position with eligibility for employee group benefits and flexibility to work remotely. We offer a flexible and casual work environment, as well as mentorship and on-the-job training to support your growth. You will have an opportunity to contribute new ideas and your fresh perspective is welcomed!


Your core responsibilities will include:

  • Processing semi-monthly payrolls using third party payroll software (Ontario, Quebec, and USA).
  • Auditing and reconciling payrolls and reports.
  • Reviewing and preparing Records of Employment (ROE).
  • Preparing reconciliation of all government remittances and year-end filings, including T4, W2, EHT and WSIB/Worker’s Compensation.
  • Creating various reports to be used by management, finance, and 3rd party providers.
  • Responding to requests from employees, leaders and external agencies on all payroll-related matters and investigate when necessary.
  • Research and remain current on payroll compliance related topics and questions.
  • Looking for continuous improvement opportunities related to efficiency and payroll best practices.
  • Administrative tasks as required including filing, compiling reports and processing payroll related mail (please note that this role requires visits to the physical office from time to time as a part of this task).


What you will bring?


  • 3 – 5 year’s experience administering Canadian and/or US payroll.
  • Knowledge of the payroll year-end processes, including T4 and/or W2 preparation, EHT reconciliation and filing and other year end compliance tasks.
  • Experience with payroll related WSIB filing and remittance. Experience with US Worker’s Compensation reporting and filing considered an asset.
  • Knowledge of payroll related legislation and understanding of importance of adherence to internal payroll processes. Ability to apply professional payroll expertise and judgement.
  • Experience with payroll journal entries and posting to the general ledger.
  • Strong skills in Microsoft Office, with proficiency in Excel.
  • High attention to detail and accuracy with a strong commitment to deadlines.
  • High degree of professionalism and confidentiality
  • Self-starter with an ability to work independently and collaborate efficiently with the team.
  • Excellent verbal and written communication skills.
  • Completion or enrollment in the Payroll Compliance Practitioner (PCP) certification program through the Canadian Payroll Association.
  • May be required to work additional hours during peak times.
  • Flexibility to grow and adapt with a growing company!
  • Experience with processing Quebec and US payrolls considered an asset.
  • Experience with ADP Workforce Now considered an asset.

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