Client Payroll Specialist (Offshore)

We are seeking a detailed-oriented and proactive Client Payroll Specialist to manage end-to-end payroll administration and tax compliance for our small-business and S-Corporation clients. This role is client-facing and operational, focusing strictly on client payroll management (not internal payroll). The ideal candidate has deep technical expertise in Gusto, state payroll tax registrations, S-Corp specific payroll setups, year-end reporting, and agency notice resolution. Key Responsibilities 1. Client Onboarding, Implementation & System Setup Gusto Implementation: Set up new Gusto payroll accounts from scratch for incoming firm clients as part of the onboarding process. Payroll Provider Transitions: Manage the seamless migration of client payroll accounts from existing platforms (e.g., ADP, Paychex, QuickBooks) to Gusto. State Tax Registration via Corpnet: Apply for state employer payroll tax accounts (SUTA/SUI and SIT) via Corpnet; coordinate required documentation between Corpnet, state agencies, and clients to complete registration and verification. Employee Account Maintenance: Add new employees, dependents, and owner children to Gusto accounts with proper tax classifications. 2. Ongoing Payroll Maintenance & Tax-Strategy Adjustments S-Corp Owner Health Insurance: Calculate and accurately input S-Corp health insurance adjustments throughout the year to ensure correct W-2 reporting and eliminate the need for post-year-end W-2 amendments. Salary & Withholding Updates: Timely adjust salary amounts, hourly rates, and tax withholding preferences (federal and state W-4 updates) upon client or tax team requests. 401(k) Max Deferral Tracking: Monitor and make required mid-year and year-end payroll adjustments to help business owners and key employees hit exact annual 401(k) contribution limits. Special Payroll Runs: Process year-end bonus payrolls, owner distributions, and one-off compensation adjustments accurately within target deadlines. 3. Payroll Tax Compliance & Notice Resolution Agency Notice Management: Review, research, and resolve tax agency notices (IRS and state departments of revenue/labor) on behalf of clients. Account Setup & Missing Returns: Set up online state payroll tax accounts to access agency portals; prepare and file missing historical returns needed to clear penalties or flags. 1099 Preparation: Collect W-9s, classify contractors, and prepare/file annual 1099 (NEC/MISC) forms for client recipients. 4. Client Support & Liaison General Payroll Guidance: Serve as a subject-matter expert to advise clients on general payroll queries, standard operating procedures, and employee setup workflows in Gusto. NSF & Payment Resolution: Act as the direct liaison between Gusto and clients when insufficient funds (NSF) or bank transaction failures occur, guiding clients on how to clear balances and restart payroll runs. Qualifications & Skill Requirements Technical Skills & Experience Gusto Platform Expertise: 2+ years of hands-on experience navigating and administering Gusto for multiple external clients. US Payroll Tax Knowledge: Familiarity with US federal, state, and local payroll regulations, including S-Corp owner payroll rules, 401(k) deferral caps, and 1099 reporting requirements. State Tax Registrations: Experience working with third-party registration services (e.g., Corpnet) and state departments of labor/revenue. Tax Notice Resolution: Proven track record in reading IRS/State notices, creating online agency accounts, and clearing tax discrepancies. Key Competencies Meticulous Attention to Detail: Zero-tolerance mindset for setup errors (especially concerning S-Corp health insurance and tax withholdings). Strong Communication: Excellent written and verbal English skills to communicate clearly and empathetically with US business owners and internal tax teams. Problem-Solving: Ability to independently troubleshoot NSF issues, state account registration delays, and platform migration issues. Workspace & Technical Setup High-speed, reliable internet connection with a backup option. Quiet, secure home office environment handling sensitive PII (Personally Identifiable Information). Ability to work during designated US business hours (EST/PST). Nice-to-Haves Experience working within an accounting, CPA, or tax-planning firm environment. Prior experience with tools like Corpnet, Zoom, and the cloud practice management software TaxDome.