Payroll Services Specialist - Remote

Overview

This role is part of Payroll Tax Operations (PTO) and involves resolving payroll tax issues accurately and within required timelines across Notices, Corrections, Amendments, and Pay & File. The Senior Payroll Tax Processor is a core production contributor with strong technical competence and meaningful independence handling a high-volume case workload.

Responsibilities

• Execute full-cycle payroll tax case work for assigned accounts, including:
  • Processing payroll runs accurately
  • Auditing pre- and post-payroll output
  • Managing tax filings and payments
  • Maintaining 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.
• 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  • Flagging outdated content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.

Requirements

• 2–3+ years of hands-on payroll tax experience with a strong focus on:
  • Notice resolution
  • Amended return preparation
  • 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 notice 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
  • 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
  • Reconciliation auditing
  • Ability to trace a tax discrepancy through a spreadsheet independently
• Strong written and verbal communication skills, including the ability to interact professionally with state and federal tax agencies and document case activity clearly and completely.
• 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.

Compensation & Benefits

• Eligible for overtime pay (hourly, non-exempt position).
• Cash bonus, equity rewards, and benefits may be available in accordance with applicable plans and programs.
• Expected base pay range 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
• Pay offered is based on factors such as job-related knowledge, skills, experience, and work location.

Location

Virtual role supporting customers, year-round, with flexible hours and schedules.

• Minimum: 20 hours per week
• Option to flex up to 40 hours per week based on business need