Payroll Operations & Tax Specialist

Position Summary

The Payroll Operations & Tax Specialist supports the administration of multi-state tax registrations, employment documentation, and HRIS data management. This role is responsible for maintaining employer tax accounts, supporting employee documentation processes, monitoring compliance requirements, and ensuring accurate workforce data across HRIS and payroll systems.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple administrative and compliance-related processes in a fast-paced, multi-state environment.

Essential Duties & Responsibilities

State Tax Compliance Administration

• Research federal, state, and local tax agency requirements and gather information necessary for registrations, updates, and compliance activities.
• Process state and local employer tax registrations for new entities, acquisitions, and locations.
• Maintain employer tax accounts, including account numbers, online access credentials, agency contacts, and registration records.
• Maintain tax compliance files, supporting documentation, and account records.
• Maintain tax compliance calendars and filing schedules.
• Assist with unemployment, withholding, disability, paid leave, and local tax account maintenance.
• Submit account updates, address changes, ownership changes, account reactivations, and account closures as needed.
• Monitor tax notices received from state and local agencies and coordinate appropriate action.
• Assist with agency correspondence, information requests, and tax-related inquiries.
• Support tax audits and provide documentation and records as requested.

Employment Documentation Administration

• Maintain employment document templates, libraries, and version control.
• Prepare, maintain, and distribute employment-related documents, including offer letters, employment agreements, compensation change notices, policy acknowledgments, commission agreements, and other workforce documentation.
• Support onboarding, employee status changes, compensation changes, and offboarding documentation processes.
• Track completion, collection, and execution of required employee documentation.
• Maintain electronic personnel files and document management systems.
• Ensure employee records are maintained in accordance with company policies, record retention requirements, and applicable regulations.
• Conduct routine audits of employee files and documentation to ensure accuracy, completeness, and compliance.

Compliance & HRIS Support

• Monitor employee work locations, tax jurisdictions, and workforce data to ensure compliance with federal, state, and local requirements.
• Track compliance deadlines, reporting requirements, and regulatory obligations.
• Assist with HRIS maintenance, employee data updates, system audits, reporting, and data integrity initiatives.
• Review employee records, payroll data, tax setups, and HRIS information for accuracy, completeness, and compliance.
• Identify missing documentation and coordinate completion with employees, managers, and internal stakeholders.
• Maintain compliance logs, trackers, reports, and electronic employee records.
• Organize and maintain tax, compliance, and employee documentation in accordance with company policies and record retention requirements.
• Respond to internal inquiries regarding employee records, tax accounts, compliance documentation, and HRIS data.
• Partner with Payroll, Accounting, Talent Acquisition, and Operations teams to support workforce compliance activities.
• Support payroll audits, compliance reviews, regulatory reporting, and other compliance-related initiatives.
• Assist with acquisitions, system implementations, and data cleanup projects.
• Participate in process improvement efforts designed to enhance compliance, reporting accuracy, operational efficiency, and data integrity.

Qualifications

• Associate's or Bachelor's degree preferred.
• 2+ years of experience in payroll, HR, tax compliance, HRIS administration, or related field.
• Experience working with multi-state employers preferred.
• Working knowledge of employment documentation and compliance processes.
• Experience with HRIS and payroll systems.
• Strong attention to detail and organizational skills.
• Proficiency with Microsoft Excel and reporting tools.
• Ability to manage multiple projects and deadlines simultaneously.