Job Title: Payroll Tax Coordinator
Reports to: Tax Director
Job Class: Non-Exempt
Location: Brecksville
Travel Required: None
Position Type: Full-Time

General Summary of Position:

The Payroll Tax Coordinator reports to the Tax Director. The primary function of the Payroll Tax Coordinator is to assist in the preparation of clients’ payroll tax returns; review, print, and documents all tax corrections found through client and taxing agency contact, payroll audits, and quarterly balancing.

Principle Duties and Responsibilities:

  • Provides Clerical Support to Tax Department, to include letter writing, mailing, printing, and copying
  • Assists in the preparation of customer tax returns for federal, city, state withholding, state unemployment, school districts and worker’s compensation in an accurate and timely manner.
  • Assists Payroll Tax Specialist/Analyst to compare payroll and tax reporting systems to ensure proper reporting of customer tax liability and to minimize tax obligations to the Company.
  • Documents in CRM (Customer Relationship Management) tool customer tax issues and notices.
  • Assists in researching customer tax issues by researching tax filing history, payroll records and CRM tool and/or collaborates with other departments when necessary to find resolution.
  • Keeps abreast of all payroll tax law changes.
  • Works with other departments in a courteous and professional manner to resolve client issues.
  • Provides complete customer service coverage regarding phone inquiries, faxes, emails and tax notice resolution within the required service level agreements.
  • Obtain incoming correspondence by sorting, researching and distributing the daily mail tax notices, tax coupons, rate changes and applications.
  • Assists in obtaining account numbers, verifies status (i.e., active, application, on hold).
  • Maintains customer files both active and inactive, to include filing of client folders.
  • Organizes and files the monthly, quarterly and annual copies for tax filing.
  • Organizes and files contribution rate changes as needed.
  • Assists in the review of all new client tax folders to ensure accuracy and completeness per Company guidelines
  • Assists in the collection of changes to tax tables for federal, state, local, and school district withholding for payroll processing purposes.
  • Assists in the state application process by providing instructions to clients.
  • Identifies areas for product and system improvements and makes recommendations to Tax Director
  • Participates in Company projects as required.
  • Participates in Company meetings
  • Attends internal and external (as needed) training session
  • Responsible for the confidentiality of client information


  • High School Diploma / GED
  • 0-3 years’ experience in payroll/tax field preferred, but not required
  • Experience in Microsoft Office.
  • Professional and courteous verbal and email communication skills.
  • Ability to address customer issues that promote the organization’s services and core values
  • Ability to perform a variety of complicated tasks.
  • Attention to detail, strong organizational skills.
  • Excellent verbal and written communication skills a must.
  • Must be a team player and assist staff in other functions as needed.
  • Flexible to work overtime to get the job done.
  • Available to work weekends

Direct Reports:

  • None at This Time

The Ideal Candidate:

  • Capability to rely on experience and good judgment to plan and accomplish goals.
  • A strong work ethic and the desire to continue improving professional, payroll and working skills are essential.
  • Handles constructive criticism and works under the direction of others in a goal-based management system.
  • Can work independently and collaboratively as a team member.
  • Connects concepts across the organization and builds an understanding of how issues affect other functions in the company.
  • Ability to be innovative and think ahead of the curve; be original with thoughts and ideas.
  • Ability to be resourceful when faced with challenges and think outside the box.
  • Ability to persevere; be positive during difficult or challenging situations.

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