Career Opportunities: Payroll Tax & Compliance Analyst (24672)

Candidates hired for remote positions must reside in Oregon, Washington, Utah, Idaho, Arizona, Nevada, Texas, Montana, or Wisconsin.

Job Summary

This position is responsible for supporting our multi-state tax compliance, enhancing existing processes and ensuring key payroll compliance initiatives are met. Core responsibilities include monitoring payroll tax regulations, preparing and auditing tax filings and payments, responding to agencies researching and implementation of payroll earning and deductions, developing reporting for payroll audits and bi-weekly review of payroll.

Essential Responsibilities

Payroll Tax & Compliance

• Sets up wage, deduction, and tax codes in the payroll system and collaborate with Finance and People & Culture to align.
• Reviews and balances taxes associated with bi-weekly payroll for accuracy and submit liabilities to agencies as needed.
• Interprets guidelines and relevant laws relating to tax withholdings, deductions, adjustments and/or garnishments as well as imputed income items.
• Conducts in-depth audits and quality checks to identify and resolve discrepancies in payroll data, maintaining a high standard of system accuracy.
• Acts as a subject matter expert (SME) for employee garnishments and retirement plans to support payroll specialists and finance teams.
• Prepares and maintains process documentation, procedures and checklists for payroll procedures as directed to ensure appropriate controls are in place.
• Research and gather required documents to set up required tax accounts in new states where companies operate.
• Research payroll tax payments and data discrepancies with federal, state, and local agencies, and work with tax agencies as well as internal staff for resolution.
• Quarterly tax filings and payment review to ensure compliance.
• Review of all payroll-related deductions and payments in compliance.

Payroll Reporting & Analysis

• Prepare monthly, quarterly, and annual payroll tax reporting including quarterly tax reconciliation of W2, payroll and employee data requests from external agencies.
• Develop and tailor reports to meet the specific needs of the payroll department, ensuring information is insightful and actionable.
• Assist with testing software update releases, configuration changes, business processes, and other changes in sandbox environment as needed.
• Stays updated with system releases, enhancements, and best practices to ensure optimal system performance and user experience.
• Review of 401k deferrals and payments in compliance.
• Support Accounting and Benefits for annual and ad hoc audits.
• Support period end reconciliations of payroll accruals and cash accounts in accordance with financial statement timelines.
• Prepare and post payroll and payroll related journal entries in accordance with financial statement timelines
• Oversight of Year End W2 and Annual Reporting requirements including processing corrections and employee questions.

Internal & External Relations

• Collaborates with Finance team to reconcile payroll tax general ledger accounts.
• Collaborates with and bridges communications between Finance, People & Culture and CareOregon Leadership, to address payroll inquiries and issues.
• Correspond with employees, tax agencies (local/state/federal), and vendors on payroll data requests and inquires including, EEO, Affirmative Action, Veterans, and DOL reporting, lock-in letters and exemption statuses.
• Serve as an advanced resource for payroll staff.
• Work with HRIS to ensure that the company follows federal, state, and local legal requirements, establishing state tax, unemployment tax and local city/territory accounts, as necessary. Responsible for monitoring, auditing, and completing tax filings, as necessary.

Administration

• Support and train developing payroll staff.
• Participate in 1:1, team, and department meetings; attend All Staff meetings.
• Develop audit processes and recommend improvements as it relates to payroll taxes and compliance with minimal supervision.

Organizational Responsibilities

• Perform work in alignment with the organization’s mission, vision and values.
• Support the organization’s commitment to equity, diversity and inclusion by fostering a culture of open mindedness, cultural awareness, compassion and respect for all individuals.
• Strive to meet annual business goals in support of the organization’s strategic goals.
• Adhere to the organization’s policies, procedures and other relevant compliance needs.
• Perform other duties as needed.

Experience and/or Education

Required

• Minimum 5 years payroll processing experience with large multi-state companies
• Minimum 5 years’ experience working with complex payroll tax regulations at the local, state and federal level

Preferred

• Bachelor’s degree in Finance or Human Resources field of study, or combination of experience to meet the needs of the role
• Experience with system testing and ERP implementation or upgrades for payroll and tax services
• Experience performing data analysis, report-writing, and/or systems administration
• Certified Payroll Professional (CPP) accredited or ability to obtain within 1 year

Knowledge, Skills and Abilities Required

Knowledge

• Proficient understanding of payroll laws and regulations and ability to recommend appropriate treatment of payroll transactions.
• Familiarity with functional policies and procedures

Skills and Abilities

• Mastery of one or more core organizational payroll functions (e.g. compliance and regulation, accounting and reconciliation, systems and technology, reporting and analytics).
• Intermediate Microsoft Excel skills (e.g., advanced formulas, sumifs, vlookups, pivots, appropriate application of formulas and graphs, etc.)
• Ability to review and recommend effective courses of action or solutions to payroll issues that arise
• Ability to contribute to process improvements and help streamline manual processes
• Ability to develop and maintain system documentation
• Proficient with Microsoft Office Suite or related software
• Effective verbal and written communication skills, as well as interpersonal skills
• Ability to collaborate effectively with ERP cross-department stakeholders and vendors
• Ability to effectively document information and convert system terminology into understandable content for user education
• Excellent organizational skills and attention to detail
• Strong time management skills with a proven ability to meet deadlines
• Ability to keep information confidential
• Ability to focus on and comprehend information, learn new skills and abilities, assess a situation and seek or determine appropriate resolution, accept managerial direction and feedback, and tolerate and manage stress.

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions
• Ability to accept direction and feedback, as well as tolerate and manage stress
• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day
• Ability to hear and speak clearly for at least 1-3 hours/day

Working Conditions

Work Environment(s):      ☒ Indoor/Office     ☐ Community      ☐ Facilities/Security      ☐ Outdoor Exposure

Member/Patient Facing:          ☒ No                          ☐ Telephonic         ☐ In Person

         Hazards: May include, but not limited to, physical and ergonomic hazards.

Equipment:  General office equipment

Travel: May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used. 

Work Location: Work from home

#LI-Remote

Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.

Veterans are strongly encouraged to apply.

We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.

Visa sponsorship is not available at this time.