Payroll Tax Operations and Services Specialist - Remote

Overview

This role is part of Payroll Tax Operations (PTO) and focuses on accurate, timely resolution of payroll tax issues across Notices, Corrections, Amendments, and Pay & File. The Senior Payroll Tax Processor is a core production contributor responsible for handling a high-volume case workload with strong technical competence and meaningful independence. The position emphasizes detail-oriented, customer-focused payroll tax expertise, including resolving tax notices, correcting payroll errors, preparing amended returns, and mentoring peers while continuing to deepen technical knowledge.

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, submit within agency-required deadlines, and confirm receipt.
• Prepare amended payroll tax returns (Form 941-X and state equivalents) independently for 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 resolutions 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  • Flagging outdated content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; 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
  • 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 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
  • 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
  • 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 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.

Compensation & Benefits

• Expected base pay range (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 and programs.
• Pay offered is based on factors such as job-related knowledge, skills, experience, and work location.

Location

• Work schedule: virtual (year-round)
• Expected hours: minimum 20 hours per week, with flexibility to flex up to 40 hours per week based on business need
• Employment type: hourly, non-exempt (eligible for overtime pay)

Additional Notes

Pay is offered based on job-related factors and work location, with regular comparisons conducted to support fair pay across categories of ethnicity and gender.