Senior Payroll Operations Specialist - Remote

Overview

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

This position focuses on fixing payroll tax problems and tax defect resolution (not running payroll). Work includes resolving complex State and Federal tax notices, preparing and filing amended returns across multiple states, correcting multi-period payroll tax errors, and ensuring knowledge transfer to build team capability.

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, including 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 complete correction workflow to confirmed resolution.
• Maintain high productivity and accuracy when resolving customer requests related to Corrections, Amendments, and Notices.
• Monitor team WIP daily; identify aging cases, stuck holds, and Known Issues (KIs). Resolve barriers proactively and escalate systemic blockers to leadership with root-cause analysis and a recommended resolution path.
• Provide real-time support to Senior Payroll Tax Processors by answering questions and teaching the resolution process through channels such as Slack, Zoom, and side-by-side sessions.
• Conduct structured coaching sessions at least once per quarter with each assigned team member using the SBIC feedback model, and increase coaching 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 leadership and relevant stakeholders with a recommended response, and drive implementation of resolutions.
• Support cross-functional collaboration with Corrections, Amendments, Pay & File, and Tax Notice teams to resolve interconnected customer issues end-to-end.

Qualifications

• 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.
• Proven 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, OH, and more.
• 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, plus advanced Excel skills for reconciliation and audit trail work.
• Strong written communication skills. SOPs and KB articles must be accurate, actionable, and written 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

• Enrolled Agent (EA)
• Certified Payroll Professional (CPP) or FPC (acceptable based on experience)
• Experience in payroll tax operations environments such as a payroll service bureau, PEO, or similar multi-client operations

Compensation & Benefits

This role is eligible for overtime pay and includes a cash bonus and equity rewards, in accordance with applicable plans and programs.

Expected base pay range 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

Pay offered is based on factors such as job-related knowledge, skills, experience, and work location.

Location

This position is available in the states listed in the base pay range section above.

Work Schedule

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