Payroll Tax Operations and Services Specialist - Remote

Overview

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

The position is detail-oriented and customer-focused, requiring 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 grow technical expertise.

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, 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; own each case from intake through confirmed closure.
• Prepare written agency responses with complete supporting documentation; submit within agency-required deadlines and confirm 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 payroll errors, quantifying tax impact across affected quarters, documenting the correction audit trail, and seeing resolution through to completion.
• Manage a personal WIP queue with discipline by prioritizing cases by SLA date, flagging aging cases before they breach SLA, and 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• Contribute to SOP and KB updates by flagging outdated content, suggesting revisions, and documenting solutions to previously unresolved issues.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 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, and payroll error correction across multiple states (not general payroll administration only).
• Working knowledge of IRS and state agency notice types, including the ability to read a notice, identify its 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 understanding 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, 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, including professional interaction with state and federal tax agencies and clear 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 (for candidates with 4+ years of experience)
• Experience in a payroll service bureau, PEO, or multi-client payroll tax environment

Compensation & Benefits

• Expected base pay range (hourly) varies 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.
• Pay offered is based on job-related knowledge, skills, experience, and work location.

Location

• Roles are available in: California (Bay Area), Southern California, Colorado, District of Columbia, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New York, Ohio, Vermont, Virginia, Washington.

Work Schedule

• Hourly, non-exempt position.
• Minimum 20 hours per week, with the option to flex up to 40 hours per week based on business need.
• Eligible for overtime pay.
• Virtual/remote work with flexible hours and schedules, working year-round.