Payroll Tax Operations and Services Specialist

Overview

This role involves serving as a Senior Payroll Tax Processor within Payroll Tax Operations (PTO), handling accurate and timely resolution of payroll tax issues across Notices, Corrections, Amendments, and Pay & File. The position is a core production role on a high-volume case workload, requiring strong technical competence, meaningful independence, and detail-oriented, customer-focused work.

Responsibilities

• Perform full-cycle payroll tax case work for assigned accounts, including accurate processing of payroll runs, auditing pre- and post-payroll output, managing tax filings and payments, and 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, and account mismatch notices), owning each case from intake through confirmed closure.
• Prepare written agency responses with complete supporting documentation; submit within agency-required deadlines and confirm receipt.
• Independently prepare amended payroll tax returns (Form 941-X and state equivalents) for complex amendments while retaining case ownership.
• Support payroll correction workflows by identifying the source of a payroll error, quantifying tax impact across affected quarters, documenting the correction audit trail, and seeing resolutions through to completion.
• Manage a personal WIP queue with discipline: prioritize cases by SLA date, flag aging cases before SLA breach, and maintain thorough case documentation from first touch to closure.
• Conduct 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• Contribute to SOP and KB updates by flagging outdated content, suggesting revisions, and documenting solutions to previously unresolved issues.
• Collaborate across 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 strong focus on notice resolution, amended return preparation, and payroll error correction across multiple states (not 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, and 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, and 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: 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, and 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; ability to trace a tax discrepancy through a spreadsheet independently.
• Strong written and verbal communication skills; 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

• 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
• This position will be eligible for a cash bonus, equity rewards, and benefits, in accordance with applicable plans and programs.
• Pay offered is based on factors such as job-related knowledge, skills, experience, and work location.

Location

United States (roles available in the listed states/regions above).