Job Description
Purpose: The Senior Payroll and Tax Specialist is a key member of the Human Resources team responsible for ensuring accurate, compliant, and timely payroll administration across multiple legal entities. This role manages end-to-end payroll processing for 6+ payrolls, oversees all federal and state tax registrations and maintenance, and plays a critical role in onboarding newly acquired entities into the firm’s ADP Workforce Now payroll and HRIS environment. The ideal candidate is highly detail-oriented, technically strong in ADP Workforce Now, and experienced in multi-state, multi-entity payroll and tax operations within a fast-paced, high-growth organization.
This is a full-time position based in our Chicago office working a hybrid schedule of three days per week in the office and two days per week remote. The compensation for the role, depending on experience, is an annual base salary of $90,000 to $110,000 per year, plus the role is eligible for benefits and a year-end discretionary performance bonus.
Key Responsibilities:
- Process accurate and timely payroll for 8+ multi-state payrolls across various entities and pay cycles.
- Maintain and audit employee records, compensation changes, deductions, benefits, and timekeeping data within ADP Workforce Now.
- Ensure compliance with federal, state, and local wage and hour laws as well as internal policies.
- Monitor payroll inboxes, troubleshoot employee payroll issues, and provide high-quality customer service to employees and managers.
- Run and review pre- and post-processing audits to ensure accuracy and resolve discrepancies ahead of payroll deadlines.
- Manage federal, state, and local tax registrations for all entities, including onboarding new states as the business expands.
- Handle account creation, maintenance, closures, and ongoing compliance for payroll tax jurisdictions.
- Ensure timely filing, payment, and reconciliation of payroll taxes via ADP and relevant state/federal portals.
- Partner with ADP and Finance to resolve tax notices and ensure all tax accounts are in good standing.
- Maintain accurate SUI rates, nexus tracking, and multi-state withholding requirements.
- Lead payroll onboarding and migration efforts for newly acquired entities, including: Assessing existing payroll provider setup, creating migration plans and timelines, mapping earnings, deductions, benefits, and demographic data into ADP, and ensuring a seamless transition with no interruption to employee pay.
- Build, run, and maintain ADP reporting dashboards and data analytics to support HR, Finance, and leadership.
- Create custom reports for compliance, audits, compensation reviews, budgeting, headcount tracking, and operational metrics.
- Other ad-hoc duties as assigned.
Required Skills & Competencies:
- Expertise in ADP Workforce Now (required; not just user-level—must understand configuration, reporting, and payroll tax functionality).
- Strong knowledge of federal, state, and local payroll tax laws and compliance.
- Experience running multi-entity, multi-state payroll with high accuracy and tight deadlines.
- Ability to maintain confidentiality of sensitive information.
- Exceptional attention to detail, organization, and analytical skills.
- Ability to work in a fast-paced, high-growth environment with competing priorities.
- Strong communication skills.
- Intermediate to advanced Excel skills; comfort working with large data sets.
- Ability to manage complex processes independently with minimal oversight.
Qualifications:
- Bachelor’s degree in Accounting, Finance, Human Resources, or related field preferred.
- 3–5+ years of payroll and payroll tax experience required.
- Demonstrated hands-on experience with ADP Workforce Now.
- Experience supporting acquisitions, entity onboarding, or payroll migrations strongly preferred.
Keller Postman is an Equal Opportunity Employer. For California Applicants, please find our CRPA information here.
