Payroll & Business Tax Specialist

Vynca•San Mateo, CA

8d•$70,000 - $85,000•Remote

About The Position

Join the dynamic journey at Vynca, where we're passionate about transforming care for individuals with complex needs. We’re more than just a team; we're a close-knit community. Our shared commitment to caring for each other and those we serve is what sets us apart. Guided by our unwavering core values: Excellence, Compassion, Curiosity, and Integrity, we forge paths of success together. Join us in this transformative movement where you can contribute to making a profound difference every day. At Vynca, our mission is to provide comprehensive care for more quality days at home. As Payroll & Business Tax Specialist, you will own end-to-end multi-state payroll processing, employer tax compliance, and business licensing administration for a ~230-person remote-first workforce. This is a highly cross-functional individual contributor role sitting within People Operations and partnering closely with Finance, Legal, and our clinical operations teams. The right person is equal parts technical expert, process builder, and steady operational presence in a high-growth environment.

Requirements

3+ years of multi-state payroll processing experience, including California
Solid working knowledge of federal and state employer payroll tax obligations and filing requirements
Experience with business license administration or willingness to own it fully
Proficiency with a modern HRIS/payroll platform; Rippling experience strongly preferred
High degree of accuracy and attention to detail; comfortable working with sensitive compensation data
Strong organizational skills with the ability to manage competing deadlines in a fast-moving environment

Nice To Haves

Experience at a multi-state healthcare, clinical, or Series B/C+ startup
Familiarity with California-specific payroll requirements: final pay timing, meal and rest break premiums, PTO payout rules
Exposure to employer tax registration processes for new state market entries
FPC or CPP certification, or active pursuit

Responsibilities

Process accurate and timely biweekly payroll for exempt and non-exempt employees across multiple states using Rippling
Manage off-cycle payrolls, termination pay, and manual adjustments in compliance with state-specific timing requirements (including California final pay rules)
Audit payroll registers for accuracy prior to submission; research and resolve discrepancies
Administer garnishments, wage assignments, and involuntary deductions
Maintain payroll records and respond to employee payroll inquiries with accuracy and discretion
Ensure accurate and timely filing and remittance of federal, state, and local employer payroll taxes across all active jurisdictions
Manage new state and local tax registrations as the company expands into new markets
Reconcile payroll tax liabilities, resolve tax notices, and coordinate with tax authorities on audits or inquiries
Maintain W-2 and ACA compliance; manage year-end close processes
Stay current on changes to employer tax law across all operating states, with particular attention to California
Own the full lifecycle of business licenses, operating permits, and fictitious business name filings across all states and localities where Vynca operates
Track license renewal deadlines and proactively manage renewals to ensure continuous compliance
Research and fulfill new licensing requirements when Vynca expands into new geographies or service lines
Maintain a centralized license inventory and documentation library
Partner with Legal and Finance on annual report filings and registered agent maintenance
Serve as a subject matter expert and power user within Rippling for payroll and tax configuration
Identify and implement process improvements that increase accuracy, efficiency, and auditability
Develop internal documentation, SOPs, and controls for payroll and licensing workflows
Support internal and external audits by producing accurate records and reporting on request