Setup Specialist

About the role:

As a member of the Employer Registration team, you will play a key role in the onboarding process and ongoing State Payroll Tax account support for Collective clients. Your responsibilities will include establishing the foundation for members’ new businesses, ensuring accurate filing of documents with the state agencies for payroll taxes, and verifying compliance for members with existing tax accounts. You will adeptly navigate various state department websites and analyze essential documentation. Additionally, you will review payroll and accounting software that we set up for our clients to ensure all information entered is correct and the client is ready to run payroll. You will also be responsible for handling state tax notices and other correspondence related to members’ payroll tax accounts. Effective communication with both internal departments and external members will be key, as you address inquiries, resolve concerns, and provide clarity on any arising issues. Navigating software applications such as Salesforce, Slack, Google Suite, Collective Internal Platform, Confluence, Zoom, Adobe, and Microsoft Office is essential for effectively carrying out these responsibilities.

⚒️Responsibilities:

• Payroll Tax Registration with States - No Experience Needed, We Teach You!
  • Follow documented steps to register LLCs as employers with their state.
  • Troubleshoot roadblocks.
  • Update documentation.
  • Analyze poorly written state websites and develop strategies to solve problems.
  • Call state department representatives to solve problems.
  • Interact with co-workers before and after you in the flow to improve the process.
  • Manage the solution process and communication between members, state representatives, gusto staff, and collective staff.
• Review Gusto Shell Accounts
  • Follow documented steps to review Gusto shell accounts set up by the system.
  • Verify information, flag errors and create tickets to fix the issues.
  • Share feedback with the Product team to improve the product.
  • Troubleshoot roadblocks.
  • Update documentation.
• Handle State Correspondence/Notices
  • Review state correspondence and notices reported by clients.
  • Report notices to Gusto and work with their support team to resolve the issue.
  • File missing tax/wage reports with the state
  • Update tax rates/account IDs in Gusto
• Keep the clients informed of the progress.Transfer Payroll and Accounting Software ownership to the clients
  • Transfer ownership and subscription of Gusto and Xero accounts to the clients.
  • Coordinate with Gusto/Accounting Software support teams to resolve issues during transfers.
• Participate in team activities and meetings - share best practices.
• Effectively communicate with members on a regular basis to understand their needs, address concerns, and ensure their requirements are met.
• Update documentation as needed whether to improve the process or update any changes to filing procedures.
• Serve as a resource for general payroll tax registration-related questions from internal and external clients.
• Collaborate with cross-functional teams to streamline onboarding processes and ensure compliance with legal and regulatory requirements
• Assist with ad hoc requests.

🙌 What we want you to bring:

• Exceptional verbal and written communication skills. 
• Problem-solving skills - creative, resourceful, and willing to go the extra mile to resolve urgent issues. 
• Exceptional attention to detail. 
• Process/Task completion oriented mindset. 
• Resourcefulness and comfort with change and ambiguity in a fast-paced environment.
• Collaborative mindset with the ability to work effectively within a team environment
• Ability to balance multiple tasks and/or priorities while consistently meeting deadlines in a fast-paced environment.
• Always looking for opportunities to learn and improve your work. 
• Proactive in thinking of ways to improve current processes. 
• Effortlessly switch between repetitive tasks and complex analysis.

💻 Our stack

• Zendesk
• Salesforce
• Slack
• Google Suite
• Collective Internal Platform
• Confluence
• Zoom
• Adobe

Bonus Points if you have: 

• Basic understanding of payroll tax registration in different states.
• Some understanding of payroll and accounting softwares.

Why work with us:

• Collective is the first online back office platform designed for Businesses-of-One.
• Tax is a very challenging space and you will grow fast.
• We were backed by top tier VCs.
• We promote open and transparent culture within the company.
• We’re fast-paced and you learn every day.

What we offer in return:

• A remote first environment
• A diverse and collaborative team culture
• Stock options package 
• $2K home office stipend (for the purchase of work laptop and office set up) 
• Team events and virtual gatherings.
• $600 wellness bonus.
• 14 floating holidays
• Unlimited Paid Time Off (PTO)
• Paid parental leave