Payroll & Tax Specialist

Overview

This role involves serving as the Payroll Tax Specialist reporting directly to the Senior Payroll Manager. The specialist acts as the subject matter expert on payroll tax matters and serves as the liaison between payroll systems, corporate tax, finance teams, and various federal, state, local, and provincial tax authorities across the US and Canada. This position is responsible for accurate tax jurisdiction setup and maintenance, managing tax notices, quarterly and annual payroll tax activities, audits, and special projects. The position is contract-based and requires the ability to work independently in a remote environment while collaborating effectively with the payroll team.

Responsibilities

• Independently research, document, and resolve federal, state, provincial, and local tax notices, including managing correspondence with agencies and third-party vendors and initiating payments as needed.
• Log incoming tax emails daily and track each tax notice from receipt through final resolution to avoid penalties and interest.
• Update and maintain tax account information and rates within payroll compliance systems.
• Coordinate with tax agencies and payroll service providers to apply for new tax accounts or reactivate inactive accounts.
• Maintain tax jurisdiction user login records.
• Monitor and complete payroll tax compliance tasks, generate tax filing reports, and retrieve invoices as required.
• Resolve issues related to third-party administrators, powers of attorney, applied-for IDs, and account registrations to ensure accurate and timely quarterly and annual tax filings.
• Participate actively in quarter-end and year-end payroll tax activities including balancing, reconciliation, W-2 processing and corrections, amendments, T-4s, workers’ compensation, multi-worksite reporting, Bureau of Labor Statistics requests, audits, and other special projects.

Required Skills and Knowledge

• Strong ownership and accountability for assigned work with commitment to high-quality results.
• Excellent organizational skills, detail orientation, and time management with the ability to prioritize and meet deadlines under pressure.
• Ability to work independently and remotely while maintaining professionalism and organization.
• Dependable with a strong work ethic and ability to collaborate effectively within a team.
• Strong analytical and research skills with the ability to interpret data.
• Intermediate proficiency in Excel, including V-Lookup, Pivot Tables, and extensive use of formulas.
• Commitment to maintaining confidentiality and privacy of employee information.
• Excellent written and verbal communication skills.

Experience

• 3-5 years of experience in US multi-state payroll tax compliance, filing, and resolution; experience with ADP SmartCompliance is a plus.
• Canadian payroll tax experience is advantageous.

Education

• Preferred certifications include APA Fundamental Payroll Certification (FPC) and/or Certified Payroll Professional (CPP).
• Intermediate proficiency with Microsoft Office Excel and other MS Office software.

Physical Requirements

• Prolonged periods of sitting at a desk.
• Frequent typing, mouse use, and operation of office equipment requiring fine motor skills.
• Ability to view computer monitors for extended periods and read small print.
• Occasional light lifting of items weighing 10-20 lbs.

Compensation and Benefits

• Comprehensive medical, dental, and vision coverage.
• 401(k) retirement plan.
• Paid parental leave, time off, and holidays.
• Employee referral bonus program.
• Personal development and career succession planning opportunities.
• Company-sponsored perks and discount programs.

Location

This is a remote contract position with occasional office presence as needed.

The organization is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, disability, genetic information, pregnancy, citizenship, marital status, sex/gender, sexual orientation, gender identity, age, veteran status, national origin, or any other status protected by law or regulation.