Remote Payroll Operations Specialist

Overview

This role is part of Payroll Tax Operations and supports the accurate, timely resolution of payroll tax issues across Notices, Corrections, Amendments, and Pay & File. As a Senior Payroll Tax Processor, you will be a core production contributor handling a high-volume case workload with strong technical competence and meaningful independence. The position emphasizes detail-oriented, customer-focused work resolving tax notices, correcting payroll errors, and preparing amended returns, while also serving as a mentor and role model.

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
  • 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
  • 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:
  • Identify the source of a payroll error
  • Quantify tax impact across affected quarters
  • Document the correction audit trail
  • See the resolution 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  • Flagging outdated content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 and actively seek coaching and development from Staff Payroll Tax Processor and managers.

Minimum Hours / Scheduling

• Minimum of 20 hours per week
• Option to flex up to 40 hours per week based on business need
• Hourly, non-exempt role eligible for overtime pay
• Virtual expert services provided year-round with flexible hours and schedules

Qualifications

• 2–3+ years of hands-on payroll tax experience focused on notice resolution, amended return preparation, and payroll error correction across multiple states (not general payroll administration alone)
• Working knowledge of IRS and state agency notice types, including the ability to:
  • Read a notice
  • Identify the type
  • Understand the agency’s claim
  • 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
  • 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

Certifications

• 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

Preferred Qualifications

• Experience at a payroll service bureau, PEO, or multi-client payroll tax environment

Compensation & Benefits

• Expected base pay range (hourly):
  • 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
• Eligible for a cash bonus, equity rewards, and benefits in accordance with applicable plans and programs
• Pay offered is based on job-related knowledge, skills, experience, and work location

Location

This is a virtual role with compensation ranges based on work location in the states listed above (California, Colorado, District of Columbia, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New York, Ohio, Vermont, Virginia, Washington).