Payroll Tax Operations and Services Specialist - Remote

Overview

The organization is seeking a Senior Payroll Tax Processor to support Payroll Tax Operations (PTO). In this role, you will resolve payroll tax issues across Notices, Corrections, Amendments, and Pay & File with strong technical competence and meaningful independence. This position contributes to high-volume casework and includes mentoring and serving as a role model for colleagues while continuing to grow technical depth.

This role is part of a virtual services team providing expert support directly to customers year-round with flexible hours and schedules.

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 responses to agencies 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.
• Support payroll correction workflows, including:
  • Identify the source of a payroll error
  • Quantify tax impact across affected quarters
  • Document the correction audit trail
  • Drive resolution to completion
• Manage personal WIP queue with discipline:
  • Prioritize cases by SLA date
  • Flag aging cases before they breach SLA
  • Maintain 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:
  • Flag outdated content
  • Suggest revisions
  • Document 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.

Qualifications

• 2–3+ years of hands-on payroll tax experience with a strong focus on:
  • Notice resolution
  • Amended return preparation
  • Payroll error correction
  • Multi-state experience is required (not just general payroll administration)
• Working knowledge of IRS and state agency notice types; ability to read a notice, identify its type, understand the agency’s claim, and determine an 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 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
  • 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 case documentation.
• 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 hourly base pay range (varies by work 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

Virtual role with flexible scheduling.

Minimum 20 hours per week, with the option to flex up to 40 hours per week based on business need.

As an hourly, non-exempt position, this role is eligible for overtime pay.

Education/Certifications

• Fundamental Payroll Certification (FPC) required
• CPP preferred (see Qualifications for details)