About the Role
The Payroll Administrator plays a vital role in supporting payroll, accounting, and tax compliance functions. This position ensures accurate and timely processing of vendor, state, local, and federal tax payments and returns, along with general ledger reconciliations, audit preparation, and organizational reporting. You will also assist with sales and use tax compliance and provide administrative support to the tax department, contributing to process improvement initiatives across the organization.
Key Responsibilities
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Reconcile and ensure accuracy of payroll tax filings (940, 941, CT-1, DC-10, W-2, W-3, state filings, etc.).
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Maintain and reconcile daily HSA, Voya, and PNC bank transaction logs.
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Partner with Accounting on bank and general ledger reconciliations.
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Prepare audit reports, departmental statistics, and compliance documentation.
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Respond to IRS & RRB notifications regarding tax filings.
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Establish and manage new tax authority accounts (SUTA, SIT).
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Assist with sales and use tax filings, reconciliations, and compliance.
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Provide administrative support to the tax department, including filing and coordination with external agencies.
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Contribute to process centralization, standardization, and efficiency improvements.
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Maintain business process documentation for payroll and tax activities.
Qualifications
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Associate or Bachelor’s degree in Business or related field preferred.
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3+ years of payroll tax filing experience strongly preferred.
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Sales and use tax compliance experience is a plus.
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Advanced Microsoft Excel skills required.
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Excellent communication, interpersonal, and analytical skills.
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Ability to maintain confidentiality and ethical conduct.
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Familiarity with multi-state tax return filing and general accounting principles.
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Valid Driver’s License.
Core Competencies
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Strong knowledge of payroll tax regulations and compliance.
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Analytical mindset with attention to detail.
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Effective communication and problem-solving skills.
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Time management and prioritization abilities.
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Commitment to confidentiality and ethical behavior.
Work Environment & Travel
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Office-based with occasional travel to railroads, facilities, or warehouses.
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Minimal travel required (0%–10%).
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Involves sitting, standing, walking, and occasional lifting.
Why Patriot Rail?
At Patriot, we live by “The Patriot Way”—valuing safety, integrity, reliability, and exceptional customer service. We are committed to fostering strong relationships with employees, customers, and communities while upholding the highest standards of ethical behavior.
Equal Opportunity Employer
Patriot Rail is proud to provide equal employment opportunities in compliance with all federal, state, and local regulations.