Payroll Compliance Specialist

CPP Clinics is a leader in the field of aesthetic medicine services, offering innovative treatments through several medspas grouped under the CPP banner. We are committed to providing an exceptional patient experience and remarkable results, thanks to cutting-edge technologies and a personalized approach to care.

The Payroll Compliance Specialist supports the administration of multi-state tax records, employment documentation, and workforce data management within the HRIS. This role is responsible for maintaining employer tax accounts, supporting employment documentation processes, tracking compliance requirements, and ensuring the accuracy of workforce data in HRIS and payroll systems.

The ideal candidate is highly organized, meticulous, and capable of managing multiple administrative and compliance-related processes in a rapidly evolving multi-state environment.

State Tax Compliance Administration

• Research federal, state, and local tax agency requirements and gather necessary information for recordkeeping, updates, and compliance activities.
• Process employer tax registrations with state and local authorities for new entities, acquisitions, and new locations.
• Manage employer tax accounts, including account numbers, online access credentials, agency contacts, and registration files.
• Maintain tax compliance files, supporting documentation, and account ledgers.
• Update tax compliance calendars and production schedules.
• Support the management of unemployment insurance, withholding, disability, paid leave, and local tax accounts.
• Submit, as needed, account updates, address changes, ownership changes, account reactivations, and closures.
• Monitor tax notices received from state and local authorities and coordinate necessary actions.
• Participate in agency interactions, information requests, and tax-related inquiries.
• Support tax audits and provide required documentation and files.

Employment Documentation Administration

• Maintain employment document templates, document libraries, and version control.
• Prepare, update, and distribute employment-related documents, including offer letters, employment contracts, wage change notices, policy acknowledgments, commission agreements, and other workforce-related documents.
• Support employment documentation processes related to onboarding, employee status changes, wage changes, and departures.
• Ensure the completion, collection, and execution of required documents for employees.
• Maintain employee electronic files and document management systems.
• Ensure employee files are retained in accordance with company policies, document retention requirements, and applicable regulations.
• Conduct regular audits of employee files and documentation to ensure accuracy, completeness, and compliance.

Compliance and HRIS Support

• Monitor employee work locations, tax jurisdictions, and workforce data to ensure compliance with federal, state, and local requirements.
• Track compliance deadlines, reporting obligations, and regulatory requirements.
• Participate in HRIS maintenance, employee data updates, system audits, reporting, and data integrity initiatives.
• Verify the accuracy, completeness, and compliance of employee files, payroll data, tax parameters, and HRIS information.
• Identify missing documents and coordinate their retrieval from employees, managers, and internal stakeholders.
• Maintain compliance logs, tracking, reports, and employee electronic files.
• Organize and retain tax, compliance, and employee documentation in accordance with company policies and file retention requirements.
• Respond to internal requests regarding employee files, tax accounts, compliance documentation, and HRIS data.
• Collaborate with payroll, accounting, talent acquisition, and operations teams to support workforce-related compliance activities.
• Support payroll audits, compliance reviews, regulatory filings, and other compliance initiatives.
• Participate in system implementations, data clean-up projects, and acquisitions.
• Contribute to process improvement efforts aimed at enhancing compliance, report accuracy, operational efficiency, and data integrity.

Qualifications

• College diploma or bachelor's degree, an asset.
• Minimum of 2 years of experience in payroll, human resources, tax compliance, HRIS administration, or a related field.
• Experience with multi-state employers, an asset.
• Strong knowledge of employment documentation and compliance processes.
• Experience with HRIS and payroll systems.
• High degree of meticulousness and excellent organizational skills.
• Proficiency in Microsoft Excel and report generation tools.
• Ability to manage multiple projects and deadlines simultaneously.