Payroll Tax Specialist II

Position Summary

The Payroll Tax Specialist II is responsible for ensuring accurate and timely payroll tax processing, reporting, and compliance with federal, state, and local regulations. This role requires a strong focus on accuracy and problem-solving, as it involves tax reconciliations, resolving discrepancies, processing tax liabilities, and addressing tax notices. The position also supports quarterly and year-end tax filings while identifying opportunities for process improvements.

Success in this role requires a high level of precision, the ability to analyze complex payroll tax data, and a strategic mindset to anticipate potential issues before they arise. The ideal candidate has experience with multi-state payroll tax filings, excellent attention to detail, and the ability to work efficiently in a fast-paced environment. Strong analytical skills, proactive problem-solving, and effective communication are essential for ensuring compliance and delivering exceptional service.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

• Set up new clients in the tax software, ensuring accurate tax code setup, bank account setup, tax rates, EINs, historical data imports, and obtaining tax POAs, TPA access, and EFTPS enrollment.
• Work with agencies to establish TPA accounts and complete required testing.
• Process tax amendments and reconcile discrepancies.
• Assist the Payroll Tax Lead in managing payroll tax cash care and bank reconciliations, including processing refunds, collections, and NSF transactions.
• Process tax payments via checks, debits, and credits, including EFTPS transactions and tax coupon submissions.
• Assist the Payroll Tax Lead in resolving issues with interim quarter filings on a weekly basis.
• Process quarter and year-end tax filings, including necessary preparations before filing periods.
• Manage data exchanges with tax agencies.
• Verify and maintain the accuracy of tax program setups.
• Collaborate with internal departments to ensure accurate tax filings and payroll adjustments.
• Manage tickets by conducting research, communicating with clients, coordinating with agencies, and handling abatements.
• Maintain and update records for applied-for EINs by gathering necessary details from team members and clients.
• Assist with cross-departmental tax-related tasks, including updating spreadsheets and shared templates.
• Maintain a high level of client retention by providing exceptional and reliable service.
• Stay up to date on payroll tax laws and coordinate with federal, state, and local agencies on behalf of clients.
• Maintain all client files in compliance with internal procedures and organizational standards.
• Foster and maintain positive relationships with clients and coworkers to ensure high-quality interactions and a strong service reputation.
• Develop and maintain internal Standard Operating Procedures (SOPs) to ensure consistency and efficiency in processes.
• Continuously review tax platform accuracy, identifying and resolving issues proactively.
• Research and resolve payroll tax-related questions, concerns, and account discrepancies in a timely and client-friendly manner.
• Conduct monthly tax account reconciliations and audit payroll tax liabilities to ensure consistency and compliance.
• Actively collaborate and share knowledge with coworkers to enhance team efficiency.
• Perform other duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Bachelor’s degree in accounting, business, or a related field, or an equivalent combination of education and experience.
• 4+ years of experience in payroll tax, accounting, or similar work environment or which 2+ years of experience with Master Tax mandatory.
• Preferred experience with UKG
• 2+ years of experience with quarter-end and year-end payroll tax filings.
• Strong organization, oral, and written communication skills.
• Ability to work independently and manage multiple projects and deadlines.
• Strong computer aptitude, including proficiency in Microsoft Excel and Word.
• Ability to analyze data with strong attention to detail.
• Proven ability in customer service and problem resolution with a strong customer service orientation.
• Ability to perform thorough work in a fast-paced environment.
• Demonstrated ability to think independently and proactively identify and resolve payroll tax issues

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently uses hands or fingers to handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.