Manager, Payroll Tax (32826)

Overview

This role oversees all payroll tax activities for the organization and its affiliates. The Payroll Tax Manager ensures compliance with federal, state, and local payroll tax regulations, including accurate tax withholding, reporting, reconciliations, filings, and remittances. The position serves as the payroll taxation subject matter expert and partners with Payroll, Finance, Human Resources, third-party vendors, and government agencies to resolve tax-related issues in a timely manner. The role also supports acquisitions, integrations, and organizational changes by ensuring payroll tax requirements are established and maintained across all affiliates.

Responsibilities

• Manage all payroll tax activities for the organization and affiliated entities.
• Ensure compliance with all federal, state, and local payroll tax regulations, including income tax withholding, unemployment taxes, and other employment-related tax requirements.
• Oversee accurate and timely filing of federal, state, and local payroll tax returns, including Forms 941, 940, W-2, W-3, and applicable state and local filings.
• Review and reconcile payroll tax balances, liabilities, and tax accounts on a regular basis.
• Monitor payroll tax deposits and filings completed by payroll vendors to ensure accuracy and compliance.
• Research, analyze, and resolve payroll tax discrepancies, notices, amendments, and agency inquiries.
• Serve as the primary point of contact for payroll tax matters with federal, state, and local tax agencies.
• Lead year-end payroll tax reporting, including W-2 production, reconciliation, and distribution.
• Coordinate and oversee payroll tax registrations, account setup, closures, and maintenance for newly acquired affiliates and business locations.
• Lead payroll tax aspects of mergers, acquisitions, divestitures, and organizational restructuring initiatives.
• Ensure proper taxation of employee earnings, benefits, taxable fringe benefits, relocation expenses, and other compensation programs.
• Review and validate tax treatment related to retirement plans, equity compensation, bonuses, supplemental wages, and other specialized payroll transactions.
• Partner with Payroll, Finance, and HR teams to ensure payroll tax compliance in system configurations and payroll processes.
• Collaborate with payroll vendors and internal stakeholders to implement payroll tax updates, regulatory changes, and system enhancements.
• Maintain documentation of payroll tax procedures, controls, and compliance activities.
• Monitor legislative and regulatory changes impacting payroll taxation and recommend process changes as necessary.
• Support internal and external audits by providing payroll tax records, reconciliations, and supporting documentation.
• Develop and maintain payroll tax controls to ensure data integrity and compliance.
• Assist with tax-related reporting requests, financial audits, workers’ compensation audits, and other compliance initiatives.
• Provide training and guidance to payroll personnel and affiliate teams on payroll tax compliance and best practices.
• Analyze payroll tax trends and identify opportunities for process improvements, automation, and risk mitigation.
• Reconcile payroll tax liabilities with Finance and support general ledger reporting.
• Ensure accurate employee work and tax locations are maintained in coordination with HR, Payroll, and Finance teams.
• Oversee tax compliance related to remote employees, multistate payrolls, and local tax jurisdictions.
• Manage third-party vendor relationships related to payroll tax filing and compliance services.
• Perform other position-related duties as assigned.

Requirements

Certifications, Licensures, or Registry Requirements

• Certified Payroll Professional (CPP) certification preferred.
• Fundamental Payroll Certification (FPC), Certified Public Accountant (CPA), or other relevant tax certification preferred.

Knowledge, Skills, and Abilities

• Advanced knowledge of federal, state, and local payroll tax laws and regulations.
• Strong understanding of payroll tax reporting, reconciliation, and filing requirements.
• Knowledge of multistate payroll tax compliance and local tax jurisdictions.
• Strong analytical and problem-solving skills with attention to detail.
• Ability to research and interpret tax regulations and apply findings to payroll operations.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and meet strict filing deadlines.
• Experience working with payroll vendors and tax filing services.
• Strong organizational and project management skills.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency with payroll systems, HRIS platforms, and Microsoft Excel.

Education

• High School diploma or equivalent required.
• Bachelor’s degree in Accounting, Finance, Business Administration, Taxation, or a related field preferred.

Experience

• Minimum of 5 years of payroll tax experience, with at least 2 years in a lead, supervisory, or managerial role.
• Experience managing payroll tax compliance for a multi-state organization required.
• Experience with mergers, acquisitions, and payroll tax registrations highly preferred.
• Experience with payroll software and HRIS systems, including Paylocity, Workday, UKG, or similar platforms preferred.
• Experience working directly with federal, state, and local tax agencies preferred.

Preferred Travel

• Occasional travel to affiliate locations, conferences, or vendor meetings as needed.

Compliance and Confidentiality Expectations

• Maintain high standards of ethical conduct and comply with applicable laws and regulations.
• Follow the Code of Conduct and all relevant organization policies and procedures.
• Maintain the confidentiality of protected health information in compliance with HIPAA, where applicable.
• Immediately report suspected concerns and/or violations to a supervisor and/or the Compliance Department.
• Complete annual compliance training on a timely basis.

Physical Demands

• Carrying weight:
  • 1–25 lbs. Frequent (from 34% to 66%)
  • 26–50 lbs. Occasionally (from 2% to 33%)
• Pushing/Pulling frequency:
  • 1–25 lbs. Seldom (up to 2%)
  • 100+ lbs. Seldom (up to 2%)
• Lifting (height/weight/frequency):
  • Floor to chest, 1–25 lbs.: Occasional (from 2% to 33%)
  • Floor to chest, 26–50 lbs.: Seldom (up to 2%)
  • Floor to waist, 1–25 lbs.: Occasional (from 2% to 33%)
  • Floor to waist, 26–50 lbs.: Seldom (up to 2%)