Job Summary

We are seeking an experienced Payroll & Tax Administrator to manage payroll processing, benefits administration, tax compliance, banking reconciliations, regulatory filings, and related accounting and administrative functions. The ideal candidate will have strong attention to detail, excellent organizational skills, and experience managing recurring payroll and tax responsibilities across multiple states.

Specific Duties & Responsibilities

Payroll Administration, 401(k), & Benefits Management

• 0-4 years of experience

• Process and reconcile payroll registers, direct deposits, and check registers for multiple pay groups.

• Prepare and post general ledger entries.

• Run and format financial and management reports.

• Manage 401(k) reporting, employer match calculations, census files, annual audits, and required filings.

• Process annual W-2s and review quarterly Form 941 filings.

• Prepare and review payroll variance reports.

• Prepare ad-hoc reports, including union and regulatory reporting.

• Calculate vacation and personal time accruals.

• Process commission payouts.

• Calculate shareholder medical imputed income.

Banking & Cash Management

• Complete monthly bank reconciliations for multiple entities.

• Organize and maintain banking statements and supporting documentation.

• Monitor payroll accounts for discrepancies.

• Investigate and resolve positive-pay issues as needed.

Tax Compliance & Regulatory Filings

• Prepare and file multi-state sales tax returns.

• Maintain applicable tax rates and records.

• Coordinate state-specific tax filings and resolve sales tax notices.

• Prepare and file IRS Form 2290.

• Manage applicable transportation and regulatory renewals, including FMCSA, NMFTA SCAC, UCR, and UIIA requirements.

• Complete NY HUT filings and IL mileage reporting.

• Coordinate vehicle registration requirements.

Corporate & Systems Administration

• File annual corporate reports.

• Manage workers' compensation reporting.

• Handle applicable state disability insurance filings.

• Maintain employee headcount and payroll records.

• Set up new pay groups and register for state income tax and unemployment tax accounts as needed.

• Update payroll software for tax-rate and filing changes.

• Manage expense reimbursement schedules and related administrative processes.

Knowledge, Skills & Abilities

• Strong leadership and organizational skills.

• Ability to work effectively in a team environment.

• Excellent written and verbal communication skills.

• Ability to interact effectively with internal and external customers at various organizational levels.

• Strong interpersonal and self-presentation skills.

• Exceptional attention to detail and accuracy.

• Knowledge of multi-state sales tax requirements.

• Ability to manage recurring tasks across daily, weekly, semi-monthly, monthly, quarterly, and annual schedules.

• Experience with payroll, accounting, benefits, and tax systems is preferred.

• Experience with JDE, Workday, Empower, or similar systems is a plus.

Core Values

• Deliver Service

• Be Positive

• Embrace Family

• Be a Team Player

• Show Integrity

• Have Grit

Benefits

• 401(k) with company match

• Medical insurance

• Dental insurance

• Vision insurance

• Health Savings Account (HSA)

• Voluntary Life Insurance

• Employee Assistance Program

• Wellness Program

• Paid holidays

• Paid time off