Payroll Tax Specialist

US-NJ-Fort Lee
Requisition ID
Position Category
Position Type
Full-Time (37.5+)


The Payroll Tax Specialist is under direct supervision of the Payroll Tax Supervisor, this position is responsible for providing effective day-to-day management of the payroll tax process: including but not limited to tax funding, tax reconciliation, review and analysis of tax notices, W-2/W3 processing, W-2c/W3c processing, 941 processing, tax return filings and tax return amendments.


  • Monitor and oversee overall activities of the payroll tax function, including all payroll processing activities in collaboration with the Payroll Tax Supervisor
  • Process Weekly and Biweekly payroll for 300 employees
  • Review daily tax alerts and make necessary corrections in Oracle
  • Assist in all weekly, monthly, quarterly, reporting and reconciliations, Payroll tax updates, Masterfile letters, including the oversight of all year-end activities,941’s, W-2/W3 and W-2c/W3c processing
  • Responsible for tax updates in Oracle well as providing the information to the tax vendor for their records
  • Complete registration documentation for new localities and states and submit to tax vendor along with setting up the new jurisdiction in the payroll system
  • Process accruals and post payroll to the G/L every pay period.
  • Review entities with an ‘applied for’ status and determine if registration needs to occur or if the jurisdiction should be deleted
  • Assist in the reconciliation of the tax invoices for the company, including identifying and resolving items related to the tax processing such as missing account numbers, company information, ID’s, etc.
  • Act as the backup liaison with the Tax Vendors and the payroll group to develop ongoing processes to streamline for efficiency, accuracy, and compliance in the payroll tax and processing areas
  • Identify, develop, and implement opportunities for process improvements to more efficiently run the tax process and overall payroll processing or to improve controls and compliance as they relate to tax processing and filing
  • Complete weekly reconciliation of taxes using the statistical report, received from tax vendor, and research any differences between them
  • Document and research any discrepancies between the wire confirmation, received from tax vendor, and the wire information received from the Treasury Department
  • Document and Third Party Sick and Long Term Disability taxable and tax withholding information on spreadsheet, load sheet into payroll system on a quarterly basis, reconcile for accuracy
  • Develop a strong, working relationship with internal and external tax contacts to accurately and efficiently file and fund payroll taxes for federal, state, and local jurisdictions
  • Assist in responding to all Tax Notice’s and communicate with taxing authorities
  • Assist in reporting and payment preparation process via AdjustMate for employee driven tax refunds to ensure the accuracy and timeliness of payments
  • Maintain copies of all payroll records by downloading weekly payroll reports to shared folder
  • Works proactively to maintain current knowledge of all tax regulatory changes and tax trends within the industry and at the state, local levels. Transference of this knowledge will take place for the entire payroll team as needed
  • Responsible for the ongoing accurate documentation of all payroll tax policies and procedures, including adherence to current company record keeping policies and procedures
  • Work with the Payroll Tax Supervisor to provide facilities with documentation requested for audits
  • Review and respond to the Industry Verification Forms insuring description of the location is accurate
  • Effectively meets time constraints and agency deadlines
  • Responsible for other projects as assigned by management team
  • Work toward continual improvement of the overall organization


  • Have strong analytical skills, organizational skills, and ability to manage multiple priorities
  • Have knowledge of Oracle system
  • Have highly effective verbal, written communication with external clients, internal management and personnel at all levels
  • Strong attention to detail with a customer service focus
  • Thorough understanding of current payroll tax laws and regulations, including multi-state experience
  • Be resourceful and results oriented; driven to achieve goals and objectives
  • Excellent time management skills
  • Proficient in Microsoft Word, Outlook, Excel and other common business software
  • Work well under various demanding situations and with multiple departments




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