Client Payroll Services Manager in Hackensack, New Jersey at Smartlinx

Since 2000, Smartlinx has been redefining how senior care organizations manage their workforce. Our modern, purpose-built solutions—from dynamic scheduling and compliance to integrated payroll and real-time analytics—give providers the agility and intelligence needed to thrive in today’s healthcare environment. As the parent company of BekTek (HostedTime) and StafferLink, Smartlinx brings together a wide range of solutions for managing both full-time and contingent staff. Together, these capabilities give Smartlinx the most comprehensive workforce management solution set in senior care.

We’re driven by one mission: to power exceptional senior care through smarter workforce management. Join us as we shape the future of work in long-term care.

Reporting to the Chief Operating Officer of Bektek, the Client Payroll Services Manager will lead and support BekTek’s client payroll services function, providing operational direction, technical payroll expertise, and guidance on complex payroll tax and compliance matters.

This leader will oversee a team responsible for supporting client payroll, tax filings, state and local jurisdictional requirements, W-2 reporting, and related payroll services. The Client Payroll Services Manager will serve as a subject-matter expert and escalation point for payroll and tax questions, helping ensure that payrolls are processed accurately, efficiently, and in compliance with applicable federal, state, and local requirements.

Success in this role requires a hands-on payroll leader who combines strong technical knowledge with effective team management. The ideal candidate will be comfortable interpreting payroll and tax regulations, guiding employees through complex issues, improving processes, and partnering across departments to deliver a high-quality client experience.

This position is on-site with the potential to be hybrid based out of our Hackensack, New Jersey office.

Key Responsibilities

Payroll Operations and Client Services

• Provide direction and support to team members responsible for payroll tax administration, filings, reconciliations, and tax inquiries.
• Serve as an escalation point for complex payroll, accounting, and tax-related questions.
• Review and resolve payroll discrepancies, tax notices, filing issues, and other payroll concerns.
• Support internal teams with questions involving federal, state, and local payroll requirements.
• Help establish consistent processes, controls, and documentation across the payroll services function.

Payroll Tax and Regulatory Compliance

• Maintain current knowledge of federal, state, and local payroll tax laws, wage and hour requirements, filing obligations, and jurisdiction-specific regulations.
• Provide guidance on multi-state and multi-jurisdiction payroll tax matters.
• Oversee the setup of new state and local tax jurisdictions, including registration, system configuration, and filing requirements.
• Support the automation and ongoing management of state and local payroll tax filings.
• Oversee quarterly and annual payroll tax activities, including reconciliations, amendments, and year-end reporting.
• Provide oversight and guidance related to W-2 preparation, reconciliation, filing, corrections, and client distribution.
• Partner with the tax team to research and resolve complex payroll tax questions, notices, and compliance issues.
• Help ensure payroll processes and filings remain compliant as laws and regulatory requirements change.

Process Improvement and Cross-Functional Partnership

• Evaluate payroll tax processes and identify opportunities to improve accuracy, efficiency, scalability, and the experience.
• Develop and maintain payroll tax procedures, controls, reference materials, and standard operating documentation.
• Provide subject-matter expertise during jurisdictional expansions, payroll conversions, and other complex projects.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Active Certified Public Accountant designation required.
• 5–7 or more years of progressively responsible payroll, payroll tax, accounting, or related experience.
• Previous experience managing, supervising, or providing direction to a payroll or tax services team.
• Strong knowledge of federal, state, and local payroll tax laws and filing requirements.
• Demonstrated experience supporting multi-state and multi-jurisdiction payroll operations.
• Experience registering and setting up payroll tax accounts in new state and local jurisdictions.
• Experience managing or supporting quarterly and annual payroll tax filings, including W-2 preparation and filing.
• Ability to research, interpret, and communicate complex payroll and tax requirements.
• Experience serving as an escalation point for payroll, tax, and related compliance issues.
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Strong leadership, communication, and organizational skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience with payroll technology platforms and automated tax filing systems.
• Experience in payroll software, workforce management technology, healthcare technology, or a SaaS environment preferred.
• Ability to work in a hybrid capacity near Smartlinx’s Hackensack, New Jersey office preferred.

Smartlinx Solutions LLC. values and celebrates diversity, equity, inclusion and belonging and evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. We value your hard work, integrity, and commitment to make things better, and we put people first by offering you benefits that support your life and well-being including remote environments as applicable, Medical, Dental, Vision, FSA & HSA, Life Insurance, Pet Insurance and 401(k). Join us and you’ll develop your skills and expertise to rise to the very highest levels, working in an environment for a company known for brilliance and innovation.