Payroll Tax Analyst

Summary: Plans, performs, organizes, coordinates, and participates in audits across multiple payroll disciplines. Provides management with consultation and guidance on payroll tax, regulatory compliance, and emerging HRIS trends. Supports short- and long-term business objectives by maintaining effective payroll processes and compliance controls.

Essential Duties and Responsibilities: The following duties are essential to the position. Other duties may be assigned based on business needs.

• Coordinate and participate in quality assurance audits to verify compliance with applicable labor laws and promptly notify the payroll team of identified discrepancies.
• Establish and maintain payroll tax accounts with applicable U.S. and Canadian jurisdictions and coordinate required setup with ADP throughout the account lifecycle.
• Coordinate the accurate and timely processing of U.S. and Canadian payroll tax payments, including withholding and unemployment taxes.
• Research and respond to state and local tax agency notices and complex inquiries involving payroll taxes, deductions, and wage withholdings. Identify the source of inaccuracies, implement required compliance changes, and develop preventive controls.
• Maintain current knowledge of payroll tax requirements through PAYO, CPA, ADP Notices, and any other payroll tax publications. Interpret applicable guidance, advise management on compliance implications, and implement policies and procedures necessary to maintain compliance with payroll tax laws and regulations.
• Process and reconcile third-party sick pay.
• Prepare and provide accurate and timely reports required by regulatory agencies, auditors, internal customers, and legal counsel in connection with litigation.
• Reconcile and code payroll department invoices accurately and in accordance with established procedures.

Other Duties and Responsibilities:

• Serve as backup for processing daily manual checks and completing positive pay reporting.
• Lead testing of HRMS tax releases and coordinate the preparation, reconciliation, correction, and filing of year-end Forms W-2 and T4.
• Lead the reconciliation of payroll tax liabilities and filings with federal, state, local, and provincial tax authorities using ADP SmartCompliance and Payroll Recons. Validate and reconcile complex tax returns, quarterly and annually.
• Prepare, process, and reconcile annual U.S. and Canadian withholding forms, including Forms W-2 and T-4, by applicable filing deadlines. Reissue Forms W-2 and T4 upon request.
• Research and resolve out-of-balance conditions and respond to payroll tax inquiries from colleagues.
• Correct reconciliation errors and prepare and file amended payroll tax returns when necessary.
• Provide payroll tax leadership for special projects, including acquisitions, mergers, divestitures, internal and external audits.
• Assist with HRIS and timekeeping system setup and access. Partner with management and business stakeholders to interpret, develop, and implement related policies and procedures.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:   

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.

• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; accurately and concisely summarize issues.

• Written Communication - Writes clearly and informatively; Varies writing style to meet needs; Able to read and interpret written information. Able to effectively communicate request and information in written form.

• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.

• Timeliness – Recognizes attendance and punctuality are central to successful attainment of goals.

• Efficiency – Ability to work with interruptions.

• Independence – Ability to work with others and alone.

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

• Quantity – Balances daily responsibilities along with various projects.

• Team Work - Balances team and individual responsibilities; Puts success of team above own interests; Supports everyone's efforts to succeed.

• Adaptability - Adapts to changes in the work environment.

• Work habits – Achieves goals while maintaining broad overview of company outlines.

• Design - Demonstrates attention to detail.

• Analytical - Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.

• Interpersonal - Maintains confidentiality; Remains open to others' ideas and tries new things.

• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.

• Dependability - Commits to extra hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

• Motivation – self motivating to achieve goals.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelor’s degree in a related field, or 2 years of related experience, preferred but not required. High school diploma or GED required. Excel intermediate to advanced capabilities (including formulas, pivot tables, macros, analysis).  Experience with electronic time & attendance systems (UKG is preferred)

Certificates and Licenses:

FPC or CPP preferred.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Computer Skills:

To perform this job successfully, an individual should have intermediate to advanced knowledge of the Microsoft Suite of products. Intermediate to advanced knowledge of ADP, ADP Reporting and UKG a plus. Ability to effectively use web-based and internet applications is required.

Language Ability:

Ability to read and interpret documents such as system configuration manuals, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include the ability to adjust focus.

*This job description is not a contract for any specific period of time, and it may be adjusted at the employer’s discretion as needs change and new needs are identified.

$63,000