Senior Payroll Operations Specialist - Remote

Overview

This role supports Payroll Tax Operations (PTO) in the end-to-end resolution of payroll tax issues across Notices, Corrections, and Amendments. As a Staff Payroll Tax Processor and Subject Matter Expert (SME), you will act as a technical lead—spending significant time helping less experienced staff while independently owning the most complex cases in the queue.

This position is primarily focused on resolving payroll tax defects (tax notice responses, amended returns, and payroll error corrections), not on running payroll.

Responsibilities

• Resolve the most complex State and Federal payroll tax notices in the team’s queue, including multi-quarter, multi-state, and penalty assessment scenarios. Own the full case lifecycle from intake and root-cause analysis through agency response, submission, and confirmed closure.
• Prepare and file amended Federal and State payroll tax returns (Form 941-X and state equivalents) across 10+ states end-to-end. Include reconciliation to the original return, recomputed liability schedules, W-2c preparation, and SSA reconciliation.
• Diagnose and resolve payroll tax errors spanning multiple pay periods or jurisdictions. Trace discrepancies to the originating payroll run, determine tax impact across all affected quarters, and drive the correction workflow to confirmed resolution.
• Maintain high productivity case resolution by delivering customer Correction, Amendment, and Notice resolution requests with high accuracy.
• Monitor team WIP daily. Identify aging cases, stuck holds, and Known Issues (KIs); proactively resolve barriers and escalate systemic blockers with root-cause analysis and a recommended resolution path.
• Serve as a primary real-time resource for Senior Payroll Tax Processors by answering questions via Slack, Zoom, and side-by-side sessions, and teaching the resolution process to build team capability.
• Conduct structured coaching sessions at least once per quarter with each assigned team member using the SBIC feedback model; increase frequency for agents who are underperforming or working through a learning gap.
• Participate in team huddles, group QA sessions, and process meetings.
• Author, review, and approve SOPs and Knowledge Base (KB) articles for core processes. Identify recurring error patterns in QA data and recommend corrective actions.
• Identify trends and emerging compliance issues. Communicate findings to M1 and relevant stakeholders with a recommended response and drive implementation.
• Support cross-functional collaboration with Corrections, Amendments, Pay & File, and Tax Notice teams to resolve interconnected customer issues end-to-end.

Requirements

• 4+ years of payroll tax experience with a demonstrated focus on tax defect resolution for notice response, amended return preparation, and payroll error correction across multiple states.
• Expert knowledge of State and Federal payroll tax notice types, including the ability to independently draft penalty abatement requests and formal agency response letters with complete supporting documentation.
• 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 and OH.
• 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, and local tax compliance across multiple jurisdictions.
• Prior experience functioning as a lead, senior specialist, or SME, with examples of coaching or training junior staff through complex resolution scenarios.
• Deep knowledge of federal and state tax payment and filing regulations across all US jurisdictions, along with advanced Excel skills for reconciliation and audit trail work.
• Strong written communication skills, with SOPs and KB articles that are accurate and actionable for a Tax processor audience without requiring revision.
• Associate's or Bachelor's degree in Accounting, Finance, or Business preferred; equivalent experience accepted.
• Certified Payroll Professional (CPP) preferred; expected within 18 months of Staff Payroll Tax Processor placement. FPC accepted for candidates with 5+ years of demonstrated tax defect resolution experience. Enrolled Agent (EA) is a strong differentiator.
• Experience at a payroll service bureau, PEO, or multi-client payroll tax operations environment strongly preferred.

Preferred Qualifications

• Certified Payroll Professional (CPP)
• Enrolled Agent (EA)
• Experience in a payroll service bureau, PEO, or multi-client payroll tax operations environment

Compensation & Benefits

• This is an hourly, non-exempt position.
• Minimum schedule: at least 20 hours per week, with the option to flex up to 40 hours per week based on business need. Eligible for overtime pay.
• Expected base pay range (hourly) by location:
  • California (Bay Area): $40.50 - $54.50
  • Southern California: $40.50 - $54.50
  • Colorado: $32.00 - $43.50
  • District of Columbia: $32.00 - $43.50
  • Hawaii: $33.50 - $45.50
  • Illinois: $32.00 - $43.50
  • Maine: $29.00 - $39.50
  • Maryland: $32.00 - $43.50
  • Massachusetts: $33.50 - $45.50
  • Minnesota: $29.00 - $39.50
  • New Jersey: $33.50 - $45.50
  • New York: $40.50 - $54.50
  • Ohio: $29.00 - $39.50
  • Vermont: $32.00 - $43.50
  • Virginia: $32.00 - $43.50
  • Washington: $33.50 - $45.50
• Eligibility for a cash bonus, equity rewards, and benefits may apply in accordance with applicable plans and programs. Pay is based on job-related knowledge, skills, experience, and work location.

Location

• California (Bay Area), Southern California, Colorado, District of Columbia, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New York, Ohio, Vermont, Virginia, or Washington