Sr. Payroll & Tax Specialist

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 Sr. 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.

This is a remote position with occasional travel required for training, meetings, and other business needs. At this time we are only considering applicants in the following states: California, Georgia, Texas, Arizona, Colorado, Florida, Illinois, Nevada, North Carolina, Oregon, Utah and Washington.

• 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

Employer Tax Compliance

• 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 Business Licensing

• 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

Systems & Process

• 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

• 5+ 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

• 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, preferred

• The hiring process for this role may consist of applying, followed by a phone screen, online assessment(s), interview(s), an offer, and background/reference checks.

• Background Screening: A background check, which may include a drug test or other health screenings depending on the role, will be required prior to employment.

• Job Description Scope: This job description is not exhaustive and may include additional activities, duties, and responsibilities not listed herein.

• Vaccination Requirement: Employees in patient, client, or customer-facing roles must be vaccinated against influenza. Requests for religious or medical accommodations will be considered but may not always be approved.

• Employment Eligibility: Compliance with federal law requires identity and work eligibility verification using E-Verify upon hire.

• Equal Opportunity Employer: At Vynca Inc., we embrace diversity and are committed to fostering an inclusive workplace. We value all applicants regardless of race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other protected group under federal, state, or local law.