Payroll Tax Specialist

Location: Hybrid (Portland, OR-area) or Remote

Looking for a role where your work has real impact?

At Xenium HR, we’re on a mission to transform workplaces for the better. You’ll join a team of passionate HR, Payroll, and Benefits professionals working with small and medium-sized businesses across the Pacific Northwest. We support businesses with limited or no internal HR resources, as well as companies with internal HR staff seeking expertise and training. We’re known for building strong relationships with our clients, so we can help identify what their business really needs to transform and thrive.

What it’s like to work here:

Providing transformational services starts within our walls. We’re invested in creating a positive, rewarding experience with opportunities to learn, grow, advance, and shape the workplace. Xenium offers an inclusive work environment where employees can both make a difference and succeed. If you value authentic relationships, service excellence, diversity, equity, and inclusion—and want to work where everyone knows you and your name, Xenium may be the place for you.

How this role transforms workplaces:

• Imports Payroll Tax information from Prism (payroll processing system) to MasterTax (tax processing system) daily. Identifies payments according to due date, makes payments and notifies Financial Services Team of the completion of daily tax processing.
• Reconciles and balances Payroll Tax accounts and reports (weekly, monthly, quarterly, yearly).
• Prism and MasterTax systems set up and maintenance of Payroll Tax data.
• Prepares, distributes, and files W2’s and 1099’s to employees and to federal, state, and local taxing jurisdictions.
• Reconciles employee earnings periodically to ensure correct tax treatment. Processes adjustments to employee tax records as needed. Communicates to employees, clients, and team members as appropriate.
• Researches and provides guidance on Payroll Tax issues raised by employees, clients and team members.
• Creates, reviews, and processes payroll adjustment requests, ensuring proper authorization and compliance with policies, employment tax and other payroll-related laws.
• Processes and submits amended returns on behalf of clients as required.
• Assists with identifying and documenting policies and procedures related to Payroll Tax.
• Assists with implementation of new Payroll Tax legislation.
• Responds to notices from taxing authorities, resolving outstanding exceptions.
• Routinely reviews state/local tax accounts for reporting/payment issues, reconciling Payroll Tax calculations to state/local calculations. Provides state/local jurisdictions with required documentation to resolve outstanding issues.
• Within CRM, input timely and accurate client information and track all client service activities performed. Resolves Client Space cases and responds to internal and client emails within service standards.
• Works cooperatively with Financial Services Team to reconcile tax payments to amounts collected from clients/employees. Adjusts client billings and other actions as appropriate.

Who you’ll work with:

Financial Services, Payroll, Leadership teams

Preferred experience and skills:

• Three to five years related experience.
• Bachelor’s degree from a four-year college or university in a related field, or equivalent experience.
• Strong preference - PEO and ASO Payroll Tax experience using Prism and MasterTax systems.
• Strong knowledge of systems and Payroll Tax compliance.
• Proven experience in a Payroll Tax position in a fast-paced environment.

Position Type/Work Hours:

This is a full-time position at 40 hours a week. Additional hours may be required during peak filing periods. Business hours are flexible between 7:00am and 5:00pm Pacific Time Zone, as identified and agreed upon between the employee and supervisor.

Don’t meet every requirement? We’d still like to hear from you:

If you enjoy being part of a collaborative team, building relationships, and making a difference in workplaces, we encourage you to apply – even if you believe you don’t meet all the requirements described. Studies have shown that individuals with marginalized identities are less likely to apply for jobs unless they meet every qualification in the job description. Our priority is finding the best candidate for the job, and we welcome candidates from all backgrounds. Xenium HR is an equal opportunity employer, promoting diversity and inclusion and offering a learning and team-focused environment.

Total compensation and salary range:

Our total rewards philosophy is centered around the whole person, including comprehensive health and financial benefits and life balance resources designed to support the passion, commitment, and energy that is vital to our team members.

Xenium HR is committed to providing a competitive compensation package. The starting salary for this role ranges from $68,000-$75,000/year based on skills/knowledge, years of experience, and ensuring pay equity within the organization. The hiring team will share more details regarding compensation based on your experience and location during the interview process.

Benefits:

Employer paid medical, dental, vision

FSA for health & dependent care

Life & Disability plans

Employee Assistance program

Wellness program

401k with match

Profit Sharing program

Paid time off

Paid holidays of your choice

Perks

Flexible work arrangement with autonomy and trust

Caring leadership

Quarterly massage

½ day Fridays in summer

Tuition/educational assistance for under-grad degrees

Sabbatical and travel awards starting at 10 years

Professional development book clubs and cultural awareness & appreciation conversations

Regular training events

Peer Recognition & Reward program

Employee referral bonus

Business referral bonus

Monthly all-team meetings and team events

Community service

DEI and culture initiatives & teams

Discounts on Stoller wine

To learn more about the workplace culture at XeniumHR, view our video: