Payroll Implementation & Tax Operations Specialist

StaffWizard Corp prides itself on creating a diverse and unique culture of trained and talented individuals. We are seeking a Payroll Implementation & Tax Operations Specialist. This role is responsible for onboarding payroll clients, managing payroll and tax operations, ensuring compliance with federal, state, and local regulations, and supporting the continued development of StaffWizard’s payroll engine. The position will also serve as a subject matter expert for the engineering team, translating payroll and tax requirements into actionable software development specifications. We are not offering visa sponsorship at this time. Position Overview This role is responsible for onboarding payroll clients, managing payroll and tax operations, ensuring compliance with federal, state, and local regulations, and supporting the continued development of StaffWizard’s payroll engine. The position will also serve as a subject matter expert for the engineering team, translating payroll and tax requirements into actionable software development specifications. Primary Responsibilities 1. Payroll Client Onboarding & Implementation Manage the onboarding of new payroll clients into StaffWizard. Configure and validate federal, state, and local tax profiles, including employer tax IDs, rates, jurisdictions, and filing frequencies. Verify payroll configurations, banking information, tax settings, and employee data before processing begins. Assist with year-to-date (YTD) payroll conversions, including importing and reconciling historical wages, taxes, and deductions. Identify and resolve onboarding discrepancies to ensure clients are ready for payroll processing. 2. Payroll & Tax Payment Management Oversee payroll funding, employee payments, and payroll tax remittances. Monitor federal, state, and local tax deposits to ensure timely and accurate payments. Manage quarterly and annual payroll tax processes, including reconciliations, payments, and filings. Investigate and resolve rejected payments, funding discrepancies, tax notices, and payment exceptions. Coordinate with third-party tax and payment providers to resolve processing issues. 3. Quarterly & Year-End Tax Processing Manage quarterly tax filing and reconciliation processes, including Forms 941 and applicable state filings. Coordinate annual tax filings, including Forms 940, W-2, W-3, 1099, and other required federal and state forms. Oversee year-end form generation, validation, distribution, and submission. Ensure payroll records and tax liabilities reconcile before quarterly and year-end filings. Manage corrections and amendments when necessary. 4. Managed Payroll Client Support Serve as a payroll and tax subject matter expert for StaffWizard’s managed payroll clients. Respond to client questions involving payroll calculations, taxes, payments, filings, and compliance. Investigate payroll discrepancies and provide accurate resolutions. Assist clients with payroll-related notices, adjustments, and reporting questions. Provide guidance to internal support and implementation teams on complex payroll matters. 5. Payroll Software Development & Regulatory Compliance Monitor IRS, state, and local government updates impacting payroll processing, taxation, and reporting. Interpret regulatory changes and identify required modifications to the StaffWizard payroll engine. Create detailed functional requirements for software engineers to implement regulatory updates and new payroll functionality. Work directly with the engineering team to explain payroll calculations, tax rules, filing requirements, and expected system behavior. Review and test newly developed payroll functionality to verify accuracy and regulatory compliance. Identify opportunities to automate manual payroll, tax, and compliance processes. Performance Expectations Accurate and timely onboarding of payroll clients. Correct configuration of employer and employee tax profiles. Timely payroll payments, tax deposits, and regulatory filings. Accurate quarterly and annual tax reconciliations. Responsive and knowledgeable support for managed payroll clients. Clear and actionable development requirements for engineering. Proactive identification of regulatory changes and associated software requirements. Overall Objective Ensure StaffWizard’s payroll operations remain accurate, compliant, and scalable while bridging the gap between payroll operations, regulatory requirements, and software engineering. If you share our values and are ready to build your next career, we want to hear from you!