Payroll Tax Specialist

Location:

Remote

Pay: $58.00 - $62.00 per hour

The Payroll Tax Specialist manages U.S. multi-state payroll tax compliance, reporting, reconciliations, and audit support while providing backup coverage for biweekly payroll operations. This role oversees payroll tax filings, agency notices, quarter-end and year-end reporting, and compliance with federal, state, and local payroll regulations across multiple jurisdictions. The specialist works closely with HR, Finance, employees, and payroll vendors to resolve complex issues, maintain accurate payroll records, and support payroll compliance for U.S. and Canadian operations.

• Provide backup support for end-to-end biweekly payroll processing for exempt and non-exempt employees across multiple states.
• Support payroll processing for base pay, overtime, commissions, bonuses, leave, off-cycle payments, and final pay in accordance with applicable pay timing requirements.
• Perform post-payroll reconciliations and audits, investigate discrepancies, and resolve variances before payroll funds are released.
• Manage multi-state payroll tax compliance, including withholding, work-location tracking, and tax allocation.
• Oversee payroll tax filings, agency notices, and quarterly and annual tax reporting, including W-2 processing.
• Use ADP Smart Compliance, Workday Payroll, and related systems to maintain accurate payroll tax data and compliance.
• Monitor changes in federal, state, and local payroll tax and wage-and-hour regulations and ensure appropriate system updates and process changes.
• Maintain payroll records, internal controls, and supporting documentation for compliance and audit purposes.
• Serve as the primary payroll contact for tax and financial audits.
• Lead the investigation and resolution of payroll tax notices, compliance issues, and discrepancies.
• Prepare payroll reports, workers' compensation analyses, and payroll funding information for Finance.
• Perform second-level reviews of Canadian payroll processed through ADP Workforce Now and coordinate with payroll vendors as needed.
• Respond to payroll tax inquiries from employees, HR, and Finance with accurate and timely guidance.
• Analyze payroll issues, identify root causes, recommend solutions, and implement process improvements.
• Handle confidential payroll and employee information with discretion and sound judgment.

• At least 8 years of U.S. multi-state payroll experience, including end-to-end payroll processing and payroll tax compliance.
• Expert-level experience with ADP Smart Compliance.
• Experience with Workday U.S. Payroll processes and configuration.
• Strong knowledge of federal, state, and local payroll tax regulations and wage-and-hour requirements.
• Experience managing multi-state tax withholding, payroll tax filings, agency notices, and quarterly and year-end reporting.
• Demonstrated ability to troubleshoot complex payroll issues, identify root causes, and implement corrective actions.
• Advanced Microsoft Excel skills and experience managing large data sets across payroll and financial systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills, including the ability to communicate effectively with employees, HR, Finance, and senior leadership.
• Ability to manage sensitive information confidentially and exercise sound judgment.
• Experience with Topia for mobility-related tax allocation and work-location tracking preferred.
• Experience supporting Canadian payroll through ADP Workforce Now preferred.

Equiliem believes in empowering success. It’s our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we’ve helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

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