Payroll Specialist

Overview

This role supports Payroll Tax Operations (PTO) by providing end-to-end resolution of complex payroll tax issues. The position is focused on diagnosing and correcting payroll tax discrepancies, preparing amended returns, and ensuring compliance across multiple states and federal jurisdictions. Payroll processing is not part of this role.

Responsibilities

• Resolve the most complex State and Federal payroll tax notices, including multi-quarter, multi-state, and penalty scenarios, managing each case lifecycle from intake through closure.
• Prepare, review, and file amended Federal and State payroll tax returns (Form 941-X and equivalents), ensuring accurate reconciliation, liability calculations, and W-2c preparation across more than ten states.
• Diagnose and resolve payroll tax errors across multiple pay periods and/or jurisdictions by tracing discrepancies to payroll runs and executing corrective workflows.
• Maintain high productivity by accurately resolving correction, amendment, and notice-related customer requests while managing caseload effectively.
• Monitor daily work-in-progress (WIP), identify aging cases, resolve systemic blockers, and escalate issues using root-cause analysis and recommended solutions.
• Act as a primary technical resource for senior team members by providing real-time support and side-by-side coaching sessions.
• Conduct structured quarterly coaching sessions focused on closing knowledge gaps using the SBIC feedback model.
• Participate in team meetings, QA sessions, and process improvement initiatives.
• Author, review, and maintain Standard Operating Procedures (SOPs) and Knowledge Base (KB) articles.
• Identify trends and emerging compliance issues, communicate findings to management, and drive implementation of corrective actions.
• Collaborate cross-functionally with teams handling Corrections, Amendments, Pay & File, and Tax Notices to resolve interconnected issues.

Requirements

• Over four years of dedicated payroll tax experience.
• Proven experience in tax defect resolution, notice response, and amended return preparation across multiple states.
• Expertise in federal and state payroll tax laws, including FICA, FUTA, FITW, and employment tax deposit schedules.
• Hands-on experience preparing and filing amended Federal (Form 941-X, W-2c) and State payroll tax returns, including in complex jurisdictions such as Pennsylvania, Ohio, and others.
• Deep knowledge of multi-state payroll tax intricacies, reciprocal agreements, and local tax compliance.
• Prior leadership experience as a senior specialist, lead, or SME, including a history of coaching or training junior staff.
• Strong proficiency in Excel for reconciliation and audit purposes.
• Excellent written communication skills for drafting SOPs and agency responses.
• Relevant education preferred: an Associate’s or Bachelor’s degree in Accounting, Finance, or Business.

Preferred Qualifications

• Certifications such as Certified Payroll Professional (CPP), Enrolled Agent (EA), or FPC.
• Expected attainment of relevant certifications within 18 months of onboarding.

Compensation & Benefits

• Competitive compensation package aligned with industry standards and performance-based rewards.
• Flexible work schedule with a minimum of 20 hours per week; may increase to 40 hours based on business needs.
• Employees are eligible for overtime pay.
• Base salary, performance bonuses, and equity rewards.
• Health insurance, retirement plans, paid time off, and professional development opportunities.
• Pay ranges are tailored by location based on local market conditions and cost of living.

Location

Pay ranges are tailored by location.

Equal Opportunity

The employer is an Equal Opportunity employer, committed to providing fair treatment and equal employment opportunities regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, or any other protected status.