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Payroll Tax Specialist

Medline Industries, Inc. Winnetka Full-Time
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Under the direction of Payroll Management, execute the company's payroll tax processes and procedures, implement any changes in tax regulations effecting payroll, resolve any issue related to tax changes and provide compliance reporting for W2s. Serve as subject matter expert for tax-related payroll questions. Provide special ad hoc reporting as needed and assist with payroll projects as required.

  • Administer Medline’s payroll tax needs across all companies (updating account numbers, state unemployment insurance rates, responding to agency information requests such as questionnaires, business ownership and license information).
  • Work directly with tax agencies to open or close tax accounts as needed, including completing registration or termination forms while mindful to avoid failure to file notices and penalties.
  • Make corrections to Medline’s state/federal tax profile set ups with tax service (ex. ADP), preventing incorrect reporting.
  • Partner with tax service to ensure new tax releases have been applied in HRIS (ex. PeopleSoft) including testing with technology team and transmitting periodic test files.  Manage all tax releases and testing for patches and upgrades.
  • Review and submit tax notices to tax service. Identify and intervene on high priority tax notices (failure to file and underpayments), resolving directly with appropriate agency.  Process quarterly tax returns or late originals as needed.
  • Provide tax-related on-going reporting and ad hoc requests from leadership or finance team, including:
    • Transmit weekly Equifax employment verification file and new hire reporting. Partner with technology team to resolve errors related to file importing/exporting. 
    • Reconcile payroll tax liabilities to General Ledger and provide month end reporting. Partner with accounting team to research and resolve variances.
    • Responsible for quarter-end processing, researching and resolving variances between PS and ADP to ensure accurate reporting.
    • Balance and remit payroll taxes for bi-weekly, semi-monthly and ad-hoc payroll runs
  • Year-end processing comprised of reconciling and verifying all box totals, earnings and deductions, to ensure accurate W2 reporting.  Transmit periodic test files to ensure data is updating correctly.  Process imputed income files from expense team, third-party sick pay, wage and hypo tax adjustment for expatriate employees.
  • Review employee data to identify employees with an incorrect live or work state.  Make necessary tax adjustments to provide an accurate W2 and correct state tax returns.
  • Process state W4 updates for employee withholding updates and “lock in” letters received from IRS.
  • Maintain tax service dashboard and resolve tax or garnishment discrepancies.  Address escalated garnishment orders by working with tax service and making adjustments to garnishment data as needed.
  • Manage the business relationship with Grant Thornton in regards to expatriates and hypothetical tax adjustments.
  • Lead special projects assigned such as: providing input and advice on tax updates, payroll tax and employment tax, and ensuring accurate migration of transferred employees during M&A integrations.
  • Bachelor’s Degree.
Relevant Work Experience
  • At least 4 years’ experience in processing payroll tax processing and management.
  • Experience analyzing and reporting data in order to identify issues, trends, or exceptions.
  • Experience processing all relevant details, understanding and prioritizing their importance and drawing clear and concise conclusions.
  • Experience with PeopleSoft or other HRIS system.
  • Proficiency Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table.
  • Proficiency in Microsoft Excel (for example: using SUM function, VLOOKUPS, pivot tables).
  • Experience with PeopleSoft Query.

Recommended skills

Tax Return
Requirement Prioritization


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Payroll Tax Specialist
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Job ID: PAY010014


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