Payroll & Business Tax Specialist

Overview

This role involves managing end-to-end multi-state payroll processing, employer tax compliance, and business licensing administration for a remote-first workforce of approximately 230 employees. The position is an individual contributor role within People Operations, collaborating closely with Finance, Legal, and clinical operations teams. It requires a combination of technical expertise, process development, and operational stability in a high-growth environment.

Responsibilities

Payroll

• Process accurate and timely biweekly payroll for exempt and non-exempt employees across multiple states using Rippling.
• Manage off-cycle payrolls, termination pay, and manual adjustments in compliance with state-specific timing requirements, including California final pay rules.
• Audit payroll registers for accuracy prior to submission; research and resolve discrepancies.
• Administer garnishments, wage assignments, and involuntary deductions.
• Maintain payroll records and respond to employee payroll inquiries with accuracy and discretion.

Employer Tax Compliance

• Ensure accurate and timely filing and remittance of federal, state, and local employer payroll taxes across all active jurisdictions.
• Manage new state and local tax registrations as the organization expands into new markets.
• Reconcile payroll tax liabilities, resolve tax notices, and coordinate with tax authorities on audits or inquiries.
• Maintain W-2 and ACA compliance; manage year-end close processes.
• Stay current on changes to employer tax law across all operating states.

California Business Licensing

• Own the full lifecycle of business licenses, operating permits, and fictitious business name filings across all states and localities where the organization operates.
• Track license renewal deadlines and proactively manage renewals to ensure continuous compliance.
• Research and fulfill new licensing requirements when expanding into new geographies or service lines.
• Maintain a centralized license inventory and documentation library.
• Partner with Legal and Finance on annual report filings and registered agent maintenance.

Systems & Process

• Serve as a subject matter expert and power user within Rippling for payroll and tax configuration.
• Identify and implement process improvements that increase accuracy, efficiency, and auditability.
• Develop internal documentation, standard operating procedures, and controls for payroll and licensing workflows.
• Support internal and external audits by producing accurate records and reporting on request.

Requirements

• Minimum 3 years of multi-state payroll processing experience, including California.
• Solid working knowledge of federal and state employer payroll tax obligations and filing requirements.
• Experience with business license administration or willingness to fully own this responsibility.
• Proficiency with a modern HRIS/payroll platform; experience with Rippling is strongly preferred.
• High degree of accuracy and attention to detail; comfortable handling sensitive compensation data.
• Strong organizational skills with the ability to manage competing deadlines in a fast-paced environment.

Preferred Qualifications

• Experience in a multi-state healthcare, clinical, or Series B/C+ startup environment.
• Familiarity with California-specific payroll requirements such as final pay timing, meal and rest break premiums, and PTO payout rules.
• Exposure to employer tax registration processes for new state market entries.
• FPC or CPP certification, or active pursuit of these credentials.

Compensation & Benefits

• Salary range: $70,000 - $85,000 annually.

Additional Information

• The hiring process may include application review, phone screening, online assessments, interviews, offer, and background/reference checks.
• A background check, which may include drug or health screenings depending on the role, is required prior to employment.
• Employees in patient, client, or customer-facing roles must be vaccinated against influenza; requests for religious or medical accommodations will be considered.
• Employment eligibility verification using E-Verify is required upon hire.
• The job description is not exhaustive and may include additional duties as needed.
• The organization is an equal opportunity employer committed to diversity and inclusion, valuing applicants regardless of race, color, religion, age, national origin, ancestry, ethnicity, gender identity or expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or any other protected status under applicable law.

Location

Remote-first position supporting a multi-state workforce.