Payroll Services Specialist - Remote

Overview

This role is a Senior Payroll Tax Processor position within Payroll Tax Operations. The job focuses on accurate and timely resolution of payroll tax issues across Notices, Corrections, Amendments, and Pay & File. Responsibilities include executing full-cycle case work on a high-volume workload with meaningful independence and strong technical competence.

A detail-oriented, customer-focused payroll tax professional is needed with hands-on experience resolving tax notices, correcting payroll errors, and preparing amended returns. The role also involves mentoring and serving as a role model for colleagues while continuing to build technical depth.

Responsibilities

• Execute full-cycle payroll tax case work for assigned accounts, including:
  • Process payroll runs accurately
  • Audit pre- and post-payroll output
  • Manage tax filings and payments
  • Maintain compliance across all active jurisdictions
• Independently research and resolve complex State and Federal payroll tax notices, including:
  • Balance-due notices
  • Deposit discrepancies
  • SUI rate change notices
  • Account mismatch notices
  • Own each case from intake through confirmed closure
• Prepare written agency responses with complete supporting documentation, submitting within agency-required deadlines and confirming receipt
• Prepare amended payroll tax returns (Form 941-X and state equivalents) independently on complex amendments while retaining ownership
• Support payroll correction workflows by:
  • Identifying the source of a payroll error
  • Quantifying tax impact across affected quarters
  • Documenting the correction audit trail
  • Seeing the resolution through to completion
• Manage a personal WIP queue with discipline by:
  • Prioritizing cases by SLA date
  • Flagging aging cases before they breach SLA
  • Maintaining thorough case documentation from first touch to closure
• Perform high-level trend analysis of customer data, system data, and agency correspondence to identify process or system deficiencies
• Contribute to SOP and KB updates by:
  • Flagging outdated content
  • Suggesting revisions
  • Documenting solutions to previously unresolved issues
• Collaborate cross-functionally with Corrections, Amendments, Pay & File, and Tax Notice teams; serve as a role model for TP1 staff and actively seek coaching and development from Staff Payroll Tax Processor and managers

Qualifications

• 2–3+ years of hands-on payroll tax experience, with a strong focus on notice resolution, amended return preparation, and payroll error correction across multiple states (not just general payroll administration)
• Working knowledge of IRS and state agency notice types, including the ability to:
  • Read a notice
  • Identify the type
  • Understand the agency’s claim
  • Determine the appropriate resolution path
• Demonstrated experience resolving State and Federal payroll tax notices independently, including:
  • Balance-due notices
  • Penalty assessments
  • SUI rate change notices
  • Deposit mismatch notices
• Comprehensive knowledge of tax payment and filing regulations, including the distinction between employee and employer tax responsibilities across federal and state jurisdictions
• Hands-on experience preparing and approving amended Federal (Form 941-X, W-2c) and State payroll tax returns across all states, including jurisdictions with complex local requirements such as PA, OH, and more
• Deep knowledge of federal payroll tax law, including FICA, FUTA, FITW, employment tax deposit schedules, and associated penalty and interest structures
• Multi-state payroll tax expertise, including:
  • Reciprocal agreements
  • Resident and nonresident taxation
  • SUI account management
  • Local tax compliance across multiple jurisdictions
• Proficiency with at least one payroll platform and comfort navigating case management systems such as Salesforce
• Excel/Google Sheets skills required, including VLOOKUP, pivot tables, and reconciliation auditing; able to trace a tax discrepancy through a spreadsheet independently
• Strong written and verbal communication skills, including professional interaction with state and federal tax agencies and clear, complete documentation of case activity
• Associate’s or Bachelor’s degree in Accounting, Business, or Finance preferred; equivalent experience accepted
• Fundamental Payroll Certification (FPC) required; CPP preferred for candidates with 4+ years of experience. Active pursuit of CPP is viewed favorably. CPP holders will be evaluated for accelerated development
• Experience at a payroll service bureau, PEO, or multi-client payroll tax environment is a significant advantage

Preferred Qualifications

• CPP certification (preferred for candidates with 4+ years of experience)

Compensation & Benefits

• Expected base pay range (hourly) by location:
  • California (Bay Area): $36.00 - $49.00
  • Southern California: $36.00 - $49.00
  • Colorado: $27.00 - $36.50
  • District of Columbia: $27.00 - $36.50
  • Hawaii: $28.50 - $38.50
  • Illinois: $27.00 - $36.50
  • Maine: $25.00 - $33.50
  • Maryland: $27.00 - $36.50
  • Massachusetts: $28.50 - $38.50
  • Minnesota: $25.00 - $33.50
  • New Jersey: $28.50 - $38.50
  • New York: $29.50 - $34.47
  • Ohio: $25.00 - $33.50
  • Vermont: $27.00 - $36.50
  • Virginia: $27.00 - $36.50
  • Washington: $28.50 - $38.50
• This position may be eligible for a cash bonus, equity rewards, and benefits in accordance with applicable plans and programs.
• Pay offered is based on job-related knowledge, skills, experience, and work location.

Location

• Bay Area and Southern California, and the following states: Colorado, District of Columbia, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New York, Ohio, Vermont, Virginia, Washington.

Schedule

• This is an hourly, non-exempt position eligible for overtime pay.
• Minimum of 20 hours per week, with the option to flex up to 40 hours per week based on business need.
• Work is virtual and year-round with flexible hours and schedules.