Payroll Tax Specialist

Overview

This role is responsible for payroll tax compliance as the primary subject matter expert within the organization’s Employer of Record (EOR) division. The position is an experienced individual contributor role requiring hands-on preparation and submission of payroll tax filings directly to state and local agencies, resolution of agency notices and audit inquiries, and ownership of the full lifecycle of multi-state payroll tax compliance.

Responsibilities

Payroll Tax Compliance (Primary Focus)

• Prepare, review, and submit multi-state payroll tax returns, reports, and deposits at the federal, state, and local levels by interfacing with agency portals and taxing authorities
• Serve as the primary point of contact for state and local agency inquiries, notices, and correspondence; research issues and drive responses through to resolution
• Manage new state tax registrations (withholding, unemployment, local), including account maintenance, closures, and amendments
• Own payroll tax reconciliations by tying payroll registers to tax liabilities, payments, and general ledger accounts on a periodic and annual basis
• Lead year-end payroll tax processes, including W-2/W-3 preparation, review, and filing; manage corrections and amended filings (W-2c) as needed
• Identify and resolve discrepancies between payroll system outputs and agency records; proactively correct under/over-payments and missed filings before penalties occur
• Manage payroll tax penalty and interest assessments; document outcomes and implement controls to prevent recurrence
• Ensure compliance with SUI rates, taxable wage bases, and experience rating updates across all active states; manage new hire reporting obligations
• Maintain strict filing calendars for EOR multi-state, multi-client payroll tax obligations
• Monitor legislative and regulatory changes affecting payroll taxes (FUTA, SUTA, local income taxes, reciprocity agreements) and communicate impacts to leadership

Accounting & Finance Support

• Maintain reconciliations for payroll tax liability, accrual, and clearing accounts; support monthly close activities
• Assist with documentation, schedules, and internal controls related to tax compliance
• Support external audits, due diligence requests, and tax-related projects as needed

Requirements

• 5–10 years of hands-on tax compliance experience with primary emphasis on payroll tax
• Demonstrated experience preparing and submitting payroll tax filings directly to state and local agencies (not solely through a third-party payroll provider)
• Proven track record resolving payroll tax agency notices, audits, and account discrepancies
• Deep working knowledge of federal payroll tax (FICA, FUTA, Forms 941/940) and multi-state withholding and unemployment obligations
• Experience managing state tax registrations, amendments, and closures across multiple jurisdictions
• Solid experience with multi-state sales and use tax compliance
• Proficiency with payroll and accounting systems (e.g., ADP, Paylocity, Ceridian, Paychex, Sage Intacct, NetSuite, or similar) and advanced Excel skills
• Ability to work independently, manage competing deadlines, and own compliance processes end-to-end

Preferred Qualifications

• Certified Payroll Professional (CPP) designation issued by the American Payroll Association (APA), or active pursuit; Fundamental Payroll Certification (FPC) considered for candidates with strong experience
• Experience in an EOR, PEO, staffing, or professional employer services environment
• Familiarity with payroll tax compliance in the live events, entertainment, touring, or production industry
• Bachelor’s degree in Accounting, Finance, or a related field
• Exposure to gross receipts taxes and other non-income transaction-based taxes

Compensation & Benefits

• Information not provided.

Location

Remote in California