Job Summary

Job Description

Job Summary

Under the general direction of the Payroll Tax Manager, the Payroll Tax Specialist will be responsible for ensuring accurate and timely calculation, reporting, and payment of payroll taxes. This role involves an oversight of all aspects of payroll tax compliance, including federal, state, and local regulations. 

Major Responsibilities

• Administer payroll tax compliance requirements across all companies including updating account numbers, registrations, and state unemployment insurance rates
• Possess an understanding of payroll tax laws and regulations, analytical skills, and attention to detail. This role ensures compliance with all federal, state, and local payroll tax requirements while optimizing our payroll tax processes.
• Accountable for maintaining the accuracy and integrity of the data provided to the third-party vendor.
• Preparation of monthly, quarterly, and annual reconciliation of W2 wages and withholdings for all entities, including reconciliation of third-party vendor files/reports to source Responsible for completeness and accuracy of master data within the payroll system with respect to withholding and unemployment rates, calculations, and reporting.
• Communication with regulatory agencies on registrations and changes in tax filing status or requirements.
• Work directly with tax agencies to open or close tax accounts as needed, including completing registration or termination forms.
• Maintain tax service dashboard and resolve tax discrepancies. Identify and intervene on high priority tax notices (failure to file underpayments), resolving directly with the agency. Process amendments or late originals as needed.
• Research and respond to payroll tax related inquiries from employees, agencies, and other third parties.
• Act as the back up with the Treasury Department regarding bank wires on all related payroll tax payments.
• Year-end processing includes reconciling and verifying all box totals to ensure accurate W2 reporting.
• Analyze and audit employee data to identify discrepancies such as incorrect live or work state and multiple tax withholdings. Make necessary tax adjustments to provide an accurate W2 and correct state tax returns
• Participate in seminars/courses to learn best practices and upcoming legislative changes.
• Assisting with internal and external payroll tax audits, providing data and explanations to auditors. 
• Special projects as assigned.

Minimum Job Requirements

Education & Work Experience

High school diploma.

At least 4 years’ experience in processing payroll tax processing in PeopleSoft or Workday.

Knowledge / Skills / Abilities

• Experience analyzing and reporting data to identify issues, trends, or exceptions.

• Experience processing all relevant details of payroll tax, understanding and prioritizing their importance and drawing clear and concise conclusions.

• Experience with Workday and ADP Smart Compliance.

• Proficiency Microsoft Word (for example, inserting headers, page breaks, page numbers and tables and/or adjusting table).

• Strong proficiency in Microsoft Excel (for example; using SUM function, VLOOKUPS, pivot tables).

Preferred Job Requirements

Education & Work Experience

Bachelor’s degree in Accounting, Finance or related degree and at least 4 years of strong payroll tax exposure / responsibilities OR high school degree or equivalent and at least 4 years of strong payroll tax exposure / responsibilities.

Certification / Licensure

Certified Payroll Professional (CPP) designation.

Knowledge / Skills / Abilities

• Understanding of the payroll life cycle (application, time clock, benefits, payroll taxes, W-2, retirement).

• Understanding of payroll tax concepts at all 3 levels of taxation (Federal/State/Local).

• Experience working with large-scale HCM/payroll system (Workday) and the related tax software (Smart Compliance, CIC Plus).

• Ability to communicate effectively, both oral and written, with employees, team members, tax authorities, and third parties (CPA’s, attorneys, etc.).

• Ability to independently resolve issues and present solutions.

• Integrity in decision-making and handling of sensitive information; strong written and verbal communication skills, with the ability to explain complex tax concepts in a clear and concise manner.

• Detail-oriented with excellent analytical skills and proactive with meticulous follow-up skills.

• Ability to manage multiple assignments and deadlines effectively.

• Proficiency with Microsoft Office suite, including intermediate Excel skills.

• Effective in building collaborative relationships across the organization and external stakeholders including auditors, vendors, and regulatory agency representatives.

• Travel onsite to Northfield, IL location on average once per quarter.

Medline Industries, LP, and its subsidiaries, offer a competitive total rewards package, continuing education & training, and tremendous potential with a growing worldwide organization.

The anticipated salary range for this position:

$67,080.00 - $97,240.00 Annual

The actual salary will vary based on applicant’s location, education, experience, skills, and abilities. This role is bonus and/or incentive eligible. Medline will not pay less than the applicable minimum wage or salary threshold.

Our benefit package includes health insurance, life and disability, 401(k) contributions, paid time off, etc., for employees working 30 or more hours per week on average. For a more comprehensive list of our benefits please click here. For roles where employees work less than 30 hours per week, benefits include 401(k) contributions as well as access to the Employee Assistance Program, Employee Resource Groups and the Employee Service Corp.

We’re dedicated to creating a Medline where everyone feels they belong and can grow their career. We strive to do this by seeking diversity in all forms, acting inclusively, and ensuring that people have tools and resources to perform at their best. Explore our Belonging page here.

Medline Industries, LP is an equal opportunity employer. Medline evaluates qualified individuals without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, disability, neurodivergence, protected veteran status, marital or family status, caregiver responsibilities, genetic information, or any other characteristic protected by applicable federal, state, or local laws.