Payroll Tax Specialist

Cast & Crew; Sacramento (CA); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) match

Paid time off (PTO)

Parental leave

Wellness programs

Tuition reimbursement

Employee discounts

Job summary

Cast & Crew in Sacramento, CA seeks a Payroll Tax Specialist to prepare and audit payroll tax returns, reconcile filings with agencies and the general ledger, and support special projects.

The role requires 3+ years of payroll tax experience, knowledge of federal and multi-state payroll tax reporting, and thorough understanding of tax withholding requirements. Strong software skills and comfort with AI tools are a plus.

Qualifications

• Minimum of 3 years of payroll tax filing experience with multiple entities.
• Bachelor’s degree or equivalent preferred.
• Strong knowledge of federal and multi-state payroll tax reporting.
• Thorough understanding of tax and withholding deposit requirements.
• Ability to train other team members.
• Ability to work overtime as needed.
• Ability to use software programs necessary to do the job.
• Strong computer and software applications skills.
• Hands-on experience using AI tools with measurable business impact.

Responsibilities

• Reconciles and files quarterly and annual tax returns for multiple entities.
• Audits and reconciles general ledger, issues journal entries.
• Prepares check and EFT payment requests.
• Prepares annual reconciliations for W2 totals.
• Verifies tax forms for accuracy and correctness.
• Logs completed tax returns for tracking and filing.
• Responds to tax notices and researches discrepancies.
• Consult payroll tax law references to resolve issues.
• Updates tax receivable accounts monthly for multiple companies.
• Prepare amended filings and reports as needed in May.
• Register for new SWT and UI tax accounts.
• Ensure accuracy of tax rates, wage bases and account IDs.
• File documents in proper tax binders and keep records organized.
• Monitor CA and NY websites to ensure accounts are in good standing.
• Respond to agency inquiries promptly and resolve issues.
• Ensure daily and monthly withholding payments are made timely.
• Manage the quarterly workload of the tax department.
• Make wage corrections via Master Tax system.
• Respond to recalculation and extension requests.
• Maintain payment records for EFT and checks.

Skills

Payroll tax filing

Federal & multi-state tax reporting

Tax withholding requirements

Training teammates

Overtime availability

Software proficiency

AI tools usage

Attention to detail

Education

Bachelor’s degree or equivalent

Job description

About Us

At Cast & Crew, we’ve empowered creativity and supported the global entertainment industry for decades. Together with our family of brands - Backstage, CAPS, Checks & Balances, Final Draft, Media Services, Sargent-Disc, and The TEAM Companies – we operate as a combined entertainment technology and services provider offering industry standard screenwriting accounting software, digital payroll products, data & reporting, and a host of creative tools. The industry continues to move faster than ever, and the need for our expertise, our technology, and our people has never been greater. We are a production’s best ally every step of the way. #OneCastOneCrew

Position Overview

The primary responsibilities of the Payroll Tax Specialist include preparing and auditing payroll tax returns. In addition, this position is responsible for reconciling tax filings with agency records and general ledger accounts and performing special projects and tasks as assigned.

Core Responsibilities

• Reconciles and files with different tax agencies the Quarterly and Annual Tax Returns for companies with an average of 130 tax returns per quarter.
• Audits and reconciles general ledger and issues journal entries as needed.
• Prepares check requests and electronic fund transfer requests for payment.
• Prepares Annual reconciliation to make sure W2’s totals match with our quarterly filings.
• Verify total on tax forms prepared to detect programming errors.
• Log completed tax returns in tracking to ensure that all required payroll tax returns have been filed.
• Sort and attach checks to completed quarterly tax return (paper returns) and to vouchers for the tax returns that need to be e-filed and e-paid, place them in mailing cart by state to ensure they are mailed timely.
• File all copies of Quarterly and Annual tax returns in proper tax binders to make sure all documentation is in place.
• Respond on a daily basis to tax notice’s in a timely manner. Analyze and research for any information needed to resolve tax discrepancies and submit payment request for approval if necessary. Negotiate with agencies to abate any possible penalties charged to our accounts and prepare any documentation needed.
• Consult payroll tax law references to resolve payroll tax issues.
• On a monthly basis update tax receivable account for 10+ companies.
• In the month of May prepare amended tax filings, tax returns and reports as needed.
• Prepare agency documentation required to register for new SWT (State Tax withholding) and UI (Unemployment Insurance) tax account.
• Ensure assigned tax rates, wage base limits and account ID #’s are accurate, current and up to date in Master Tax and Media Pay.
• File all Documents in the proper tax binders.
• On a weekly basis log in into CA, NY websites to verify our accounts are in good standing.
• Keep tax files and department clean and organized.
• Respond to all agency’s inquiries in a timely manner
• Ensure daily and monthly withholding payments are made promptly (daily payments consist of an average of 30 payments and monthly payments consist an average of 210 payments).
• Responsible for routing the entire tax department’s quarterly work
• Make wage corrections on quarterly returns through master tax system
• Respond to all recalculation requests
• Respond to all payroll extension requests
• Filing and organizing all payments records (EFT requests and Check requests)
• Follow up on tax notices and making sure everything is cleared

Key Qualifications

• Minimum of 3 years of payroll tax filing experience working with multiple entities required.
• Bachelor’s degree or equivalent is preferred.
• Strong knowledge of federal and multi-state payroll tax reporting.
• Must have a thorough understanding of tax and withholding deposit requirements.
• Ability to efficiently and effectively train other team members.
• Ability work overtime as needed.
• Ability to use software programs necessary to do the job.
• Strong computer and software applications skills.
• Hands-on experience using AI tools within your discipline — able to speak to specific tools used, workflow integration, and measurable business impact — with a drive to continuously experiment with and apply emerging AI capabilities.

We take care of our people.

When you join Cast & Crew, you're backed by a benefits package built around what matters most. From comprehensive medical, dental, and vision coverage, to a 401(k) match, generous PTO, paid parental leave, health and wellness programs, tuition reimbursement, and employee discounts. We’re committed to helping you thrive, professionally, and personally.

Benefits are subject to eligibility requirements.

Equal Employment Opportunity

Cast & Crew is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

CA residents

Your personal information may be collected in connection with certain services provided by Cast & Crew or its affiliated companies. A summary of your California privacy rights can be found at: privacy-policy/

Compensation

Compensation is commensurate with various factors including, but not limited to, relevant experience, qualifications, skills, training, licensure, certifications, geographic cost of labor, and other business and organizational needs. Compensation range for candidates in other locations may differ based on the cost of labor in that location. The compensation range for this position is: $25.00 - $35.00 per hour.