Payroll Tax Compliance Specialist

Payroll Tax Compliance Specialist

Position Overview

The Payroll Tax Compliance Specialist is responsible for overseeing all aspects of payroll tax compliance, reporting, reconciliation, and issue resolution across multi-state and international payroll environments. This role ensures accurate and timely filings, resolves complex tax issues, and stays current with evolving tax legislation while partnering closely with cross-functional teams to maintain compliance and process efficiency.

Key Responsibilities

Payroll Processing & Systems

• Support payroll tax processing using ADP (WFN/Smart Compliance) and Workday.

• Ensure payroll tax configurations align with current regulatory requirements and organizational policies.

Tax Compliance, Filing & Reconciliation

• Oversee and manage federal, state, local, and international payroll tax compliance, reporting, and reconciliation.

• Ensure accurate and timely submission of all payroll tax filings in accordance with statutory deadlines.

• Reconcile payroll general ledger and tax liability accounts on a monthly, quarterly, and annual basis.

Issue Resolution & Auditing

• Investigate and resolve payroll tax issues, including agency notices, discrepancies, and penalties.

• Support audits by preparing and maintaining organized documentation for internal, external, and government audits.

• Manage W-2 and payroll tax-related corrections, including W-2c filings.

Research, Analysis & Continuous Improvement

• Stay current on changing payroll tax laws and compliance requirements and implement necessary system and process updates.

• Calculate and process retroactive tax adjustments and amended filings as needed.

• Identify opportunities for process improvement and leverage technology to enhance payroll tax efficiency and data management.

Cross-Functional Collaboration

• Partner with Payroll, Finance, HR, and external vendors to ensure accurate payroll tax processing and compliance.

• Provide guidance and support on payroll tax matters to internal stakeholders.

Project Deliverables & Outcomes

• Accurate and Timely Tax Filings: All required federal, state, and local payroll tax filings submitted on time.

• Reconciled Accounts: Payroll GL and tax liability accounts fully reconciled on a recurring basis.

• Audit-Ready Documentation: Complete and organized records available for all audits.

• Resolved Agency Notices: Prompt resolution of tax agency notices and penalties.

• Updated Systems & SOPs: Payroll systems updated and standard operating procedures documented to reflect current legislation.

• Year-End Reporting: Accurate preparation and distribution of year-end tax forms, including W-2s, delivered on schedule.