Payroll Tax Specialist

LV Petroleum - Payroll Tax Specialist

Payroll Tax Specialist

Position Summary

The Payroll Tax Specialist is responsible for ensuring the accurate and timely administration of all payroll tax activities across the organization. This position oversees federal, state, and local payroll tax compliance, tax filings, reconciliations, tax account registrations, agency correspondence, and payroll tax reporting while partnering closely with Payroll, Human Resources, Finance, and external payroll providers. The Payroll Tax Specialist plays a critical role in ensuring compliance with all applicable tax laws and minimizing organizational risk.

Essential Duties and Responsibilities

• Ensure accurate withholding and reporting of federal, state, and local payroll taxes.
• Manage quarterly and annual payroll tax filings, including Forms 941, 940, W-2s, state unemployment returns, and applicable local tax filings.
• Reconcile payroll tax accounts and resolve discrepancies between payroll records and tax filings.
• Research and resolve payroll tax notices, audits, and inquiries from federal, state, and local taxing agencies.
• Register and maintain payroll tax accounts in new jurisdictions as the company expands.
• Monitor changes to payroll tax laws and regulations and implement necessary updates to payroll processes.
• Partner with the payroll provider (Paychex) to ensure accurate tax processing and compliance.
• Manage unemployment insurance accounts, tax rates, and agency correspondence.
• Process and reconcile tax adjustments, amended returns, and corrected wage reports as needed.
• Support year-end payroll processing, including W-2 preparation, reconciliation, and distribution.
• Assist with multi-state payroll tax compliance for employees working in multiple jurisdictions.
• Maintain payroll tax records and documentation in accordance with company policies and regulatory requirements.
• Assist with internal and external payroll audits.
• Develop and maintain payroll tax procedures and internal controls.
• Provide guidance to Payroll, HR, and employees regarding payroll tax questions.
• Identify opportunities to improve payroll tax processes, accuracy, and efficiency.
• Perform other duties as assigned.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.
• Minimum of 3–5 years of payroll tax experience, preferably in a multi-state environment.
• Experience with payroll tax compliance for multiple states and local jurisdictions.
• Experience working with Paychex or a similar payroll platform preferred.
• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) certification preferred.
• Strong understanding of federal, state, and local payroll tax regulations.
• Experience responding to payroll tax audits and agency notices.

Knowledge, Skills & Abilities

• Extensive knowledge of payroll tax regulations and compliance requirements.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to interpret payroll tax laws and regulations.
• Advanced Microsoft Excel skills.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive employee information.
• Ability to manage multiple priorities and meet strict filing deadlines.
• Strong customer service skills when assisting employees and internal departments.

Key Performance Indicators (KPIs)

• Accurate and timely submission of all payroll tax filings.
• Zero late filing penalties or tax notices due to internal error.
• Timely resolution of payroll tax notices and agency inquiries.
• Accurate payroll tax reconciliations.
• Compliance with all federal, state, and local payroll tax requirements.
• Successful completion of payroll tax audits.
• Accurate year-end W-2 processing.
• Timely registration of new payroll tax accounts.
• Continuous process improvement and reduction in payroll tax errors.

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Ability to occasionally lift up to 15 pounds.
• Ability to communicate effectively in person, by phone, and electronically.

Work Environment

This position operates in a professional office environment with occasional interaction with other departments, payroll providers, and government agencies. Standard business hours are expected, with additional hours required during payroll processing and year-end activities.

Benefits

• Competitive salary commensurate with experience
• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Time Off
• Company-paid Life Insurance
• Professional development opportunities