Senior Payroll Tax & Compliance Specialist

Key Responsibilities

• Serve as the primary payroll tax subject matter expert for multi-state U.S. and Canadian payroll operations, ensuring ongoing compliance with federal, state, local, and provincial tax regulations.
• Independently research, analyze, and resolve complex payroll tax issues, agency inquiries, and notices from the IRS, state and local tax authorities, CRA, and provincial agencies.
• Lead payroll tax compliance activities related to employee hires, transfers, and organizational changes, ensuring accurate tax withholding and reporting setup.
• Engage directly in communications with federal, state, local, and Canadian tax agencies to resolve escalated tax matters and compliance issues.
• Conduct detailed audits and reviews of employee tax configurations, payroll tax withholdings, and system setups to identify and mitigate compliance risks.
• Oversee payroll tax adjustments, amendments, and corrections, including complex W-2/W-2c processing and employee tax record remediation.
• Perform advanced analysis, reconciliations, and research to support payroll tax audits, regulatory examinations, and compliance initiatives.
• Review and validate quarterly and annual payroll tax filings, including Forms 941, 940, W-2, W-2c, T4, and other required U.S. and Canadian tax reporting.
• Provide expertise in Canadian payroll tax compliance, including CPP, EI, EHT, federal and provincial tax requirements, and year-end reporting obligations.
• Review state unemployment insurance rate notices, assess impacts, and coordinate implementation with payroll vendors and internal stakeholders.
• Evaluate and oversee new tax account registrations, jurisdictional filing requirements, and agency account maintenance activities.
• Partner with payroll vendors, HR, Finance, and external agencies to resolve complex tax matters and ensure accurate payroll tax reporting and remittance.
• Support internal and external audits by providing technical guidance, documentation, and analysis related to payroll tax compliance.
• Identify opportunities to improve payroll tax processes, controls, and compliance procedures, driving operational efficiencies and risk reduction.

Required Qualifications

• A High School Diploma with 5+ years of progressive payroll experience in a multi-state environment, including payroll tax compliance.
• UKGPro payroll experience.
• Strong attention to detail, deadline oriented, with excellent communication skills.
• Ability to assess appropriately when to escalate employee or system issues.
• Outcome driven mindset with complete focus on accuracy and timely processing.
• Organized and focused to drive results, improve processes, manage complex escalations, and meet operational deadlines.
• Strong ability to work as a team, with focus on collaboration and developing business relations that drive high employee satisfaction but also demonstrates the ability to work and complete tasks independently.
• Experience with MS Excel, Pivot Tables, VLOOKLUP’s, and complex formulas.
• Knowledge of Federal, state, and local tax regulations, including Canada.
• Ability to identify gaps in controls and processes.