Sr. Payroll Tax Specialist

Manage and oversee all aspects of payroll tax compliance for a workforce of approximately 19,000 employees across multiple states. Partner with internal payroll teams to ensure adherence to all applicable payroll tax laws and regulations. Enhance accuracy and efficiency in payroll tax registration, processing, and reporting, while minimizing errors and corrections. Work closely with the corporate tax team and corporate human resources team to ensure compliance with evolving state and federal regulations including wage and hour and time off changes. Maintain organizational compliance with payroll tax laws and regulations, thereby mitigating the risk of penalties and fines. This role requires a deep understanding of payroll processes and tax regulations and the ability to handle complex payroll tax issues

Duties and Responsibilities:

• Tax Compliance:




• Ensure accurate and timely filing of payroll tax returns (federal, state, and local)
• Stay updated on changes in payroll tax laws and regulations, including state specific requirements around taxes, wage and hour and time off, and ensure the organization complies with them
• Verify that payroll tax calculations are accurate and comply with regulatory requirements




• Payroll Processing:




• Oversee the processing of payroll taxes, including withholding, reporting, and remittance
• Reconcile payroll tax liabilities and payments
• Handle payroll tax issues and inquiries from employees and tax authorities
• Ensure employee taxes are set up properly




• Record Keeping:




• Register for payroll tax accounts in new jurisdictions and close accounts when no longer needed
• Maintain detailed records of payroll tax filings, payments, and correspondence
• Prepare and manage payroll tax reports for internal and external audits
• Maintain and safeguard accurate payroll tax records, ensuring compliance with record-keeping requirements




• Problem Resolution:




• Address and resolve payroll tax discrepancies and issues
• Collaborate with the payroll department to ensure accurate data and resolve any tax-related concerns
• Conduct periodic audits and analysis of payroll tax data to identify trends and areas for improvement
• Establish and maintain strong internal controls to prevent fraud or errors in payroll taxes




• Reporting:




• Review & audit required tax reports, including W-2s, 941s, and other relevant documents
• Generate and analyze reports to ensure accuracy and compliance with tax regulations
• Complete monthly and quarterly state tax reconciliations and reports
• Optimize tax strategies and savings, and leverage tax incentives and credits
• Generate and distribute various payroll reports to management and other departments as needed
• Prepare and present payroll tax related metrics and data for analysis and strategic decision-making

• Advisory Role:




• Advise management and staff on payroll tax-related matters
• Provide guidance on the implications of payroll tax changes and their impact on the organization
• Advise HR management on wage and hour and time off regulation changes




• System Management:




• Manage payroll tax software and systems, ensuring they are updated and functioning correctly
• Implement and test system updates and changes related to payroll tax
• Coordinate with payroll service providers, third-party vendors, and external consultants as needed

• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Minimum Qualifications:

Education and Experience

• A bachelor's degree in accounting, finance, or related field (or equivalent work experience)
• 5 to 8 years of experience in payroll tax administration in a multi-state environment
• Certification/license: certified payroll professional (CPP) credential preferred

• Must be willing to travel 15-25% (1-2 times per quarter)
• Strong knowledge of federal, state, and local tax laws and regulations
• Proficient in using payroll software and systems, as well as Microsoft Excel and other tools
• Strong ability to research, analyze, and interpret tax rules and regulations, and apply them to specific payroll scenarios
• Ability to prepare, review, and file accurate and timely tax returns, reports, and payments, and maintain proper documentation and records
• Ability to monitor and update tax rates, codes, and policies, and communicate them to the payroll team and other stakeholders
• Ability to register the company in new federal, state and local jurisdictions
• Ability to identify and resolve tax issues and discrepancies and respond to tax inquiries and audits
• Ability to provide guidance and training to the payroll team and other stakeholders on tax-related issues and best practices
• Ability to collaborate and coordinate with internal and external partners, such as HR, finance, legal, and tax authorities
• Ability to work independently and proactively, with high level of attention to detail and accuracy
• Ability to handle confidential and sensitive information with discretion and integrity

An Equal Opportunity Employer