Payroll Tax Specialist

About the role

Homebase is launching a dedicated Payroll Tax function within its Payroll Care Team, focusing on the intricate and essential elements of payroll taxation. This position plays a vital role in addressing customer tax notices, uncovering underlying issues, and collaborating with payroll partners to implement effective solutions. As the primary authority on payroll tax matters, you will transform a backlog of notices into an organized, resolved, and well-documented process.

Key facts

What you'll do

• Serve as the initial contact for all incoming payroll tax notices, assessing and investigating each case thoroughly.
• Deliver prompt and clear responses to customers to establish trust and ensure transparency.
• Cross-check notices against customer tax profiles, payroll history, and filing records to pinpoint root causes of issues.
• Collaborate with internal payroll operations teams to facilitate timely resolutions of tax-related matters.
• Maintain oversight of open notices in the ticketing system, tracking resolution timelines and identifying systemic issues for escalation to the Product team.
• Request penalty abatements, draft necessary correspondence for agencies, and keep detailed documentation for each case handled.
• Create scalable documentation, operational playbooks, and standards for the expanding Payroll Tax function.
• Prepare customers for their first filing quarter by explaining the filing lifecycle and addressing any potential blockers.
• Conduct quarterly reviews of accounts to ensure accuracy of TPA/POA, agency IDs, and applicable rates.
• Monitor year-end risk factors, such as changes in ownership or shareholder status and adjustments in compensation.
• Assist customers with inquiries related to quarter-end variances and reconcile payroll updates with tax filings.
• Act as an internal expert for customers entering new jurisdictions, offering guidance on registration processes.
• Keep an updated tracker of agency-specific requirements, including filing rates and TPA/POA details.
• Support the maintenance of a compliance calendar, ensuring customers meet their obligations without providing direct advice or completing registrations.
• Review accounts for early warning signs, such as blocked accounts or outdated rates, and escalate risks to relevant stakeholders before they impact customers.
• Work closely with the broader Payroll Care Team to identify and address recurring issues across the customer portfolio.

Requirements

• A minimum of 3-5 years of payroll tax experience in a multi-state setting, ideally within a payroll service provider or SaaS environment.
• Comprehensive knowledge of federal, state, and local payroll tax regulations, including withholding, FUTA/SUI, quarterly and annual filings, as well as W-2/W-2C corrections and tax registrations.
• Practical experience in managing and resolving tax notices issued by state and federal agencies.
• Familiarity with TPA/POA processes and the specific filing requirements of various jurisdictions.
• Exceptional written and verbal communication skills, capable of simplifying complex compliance issues for small business owners.
• Comfortable engaging directly with customers in diverse scenarios.
• Highly organized and methodical, able to juggle multiple open issues across various accounts and agencies.
• Demonstrated ability to identify systemic challenges and suggest scalable process enhancements.
• Proficient in Excel and experienced with payroll systems and reporting tools.

Nice to have

• CPP (Certified Payroll Professional) or FPC designation, or significant progress towards certification.
• Experience with SQL or scripting for automating reports.

Skills & tools

• Proficient in Excel
• Familiar with payroll systems
• Experienced with reporting tools
• Knowledgeable in AI tools

Practical notes

• Benefits include medical, dental, vision, FSA options, flexible paid time off, company holidays, paid parental leave (after six months), life insurance, and disability coverage.
• The company promotes a "Work From Anywhere Month" and designates meeting-free weeks throughout the year.
• Workspace perks consist of provided meals, commuter benefits, team offsite events, and Customer Days.
• Employees have access to paid AI tools for development and experimentation.
• The interview process involves discussions with Talent Acquisition, the Hiring Manager, a Talent Showcase, and meetings with cross-functional partners.