Unemployment Insurance Tax Support Specialist

Who We Are:

As the largest privately held service provider in our industry, Thomas & Company stands at the forefront of delivering innovative and comprehensive solutions that help businesses optimize their operations and manage critical aspects of human resources. We specialize in offering unmatched unemployment cost control, employment verification, and tax credit services, all designed to reduce financial risk, streamline processes, and drive cost efficiency for our clients.

Our Culture:

We believe that success starts with people. We are committed to fostering a culture of innovation, collaboration, and growth. Our mission is to empower our employees to thrive both professionally and personally, offering an environment where creativity and diverse ideas flourish.

We are not just a company-we are a community of passionate individuals dedicated to making a real impact. From dynamic team-building opportunities to leadership development programs, Thomas & Company invests in its people at every level. Our supportive workplace is built on the foundation of our core values a shared vision for enabling success. Our winning culture has earned recognition as a five-time Tennessean Top Workplace and a three-time (and counting) USA Today Top Workplace. Whether you're looking for a challenge, a place to grow your career, or a team that values your contributions, Thomas & Company offers endless opportunities to make a difference. Join us and become part of a team where your ideas are heard, your potential is recognized, and your career can truly flourish.

The Position:

The Unemployment Insurance (UI) Tax Support Specialist provides administrative and operational support for unemployment insurance tax services by processing quarterly contribution reports, tax rate notices, state correspondence, and related documentation. This role is responsible for ensuring data accuracy, timely completion of work, and effective support of internal teams and client service operations. The position requires strong attention to detail, organization, and the ability to manage multiple priorities while handling sensitive information with discretion.

Essential Duties and Responsibilities

• Accurately retrieve, enter, index, and maintain quarterly contribution reports (QCRs), including original and amended filings, within established deadlines
• Retrieve quarterly reports and unemployment insurance tax documentation from third-party filing platforms and websites
• Generate, monitor, and follow up on requests to clients for missing or incomplete quarterly reports and supporting documentation
• Assist in establishing and maintaining client records within internal systems
• Accurately enter annual tax rate notices (TRNs) received from state agencies and web-based sources, ensuring all applicable deadlines are met
• Collaborate with UI Tax Analysts to process, index, save, and route state agency correspondence while ensuring appropriate documentation is maintained within company systems
• Maintain accurate electronic records and documentation to support compliance, reporting, audit readiness, and client service requirements
• Monitor and assist with obtaining time-sensitive unemployment insurance tax documents and notices from state agency websites
• Sort, distribute, route, and process incoming and outgoing mail, including bulk state agency mailings, assessments, tax notices, and other unemployment insurance tax-related correspondence
• Identify and properly redirect mail items that do not pertain to the UI Tax department
• Follow established procedures for handling and distributing confidential client and state agency communications
• Provide backup support for team members during absences, vacations, and periods of increased workload.
• Identify opportunities to improve workflow efficiency, documentation processes, and operational effectiveness
• Assist with special projects and perform other duties as assigned

Required Qualifications

• High school diploma or GED required
• 1+ years of administrative, operational support, records management, data entry, or office administration experience
• Equivalent combination of education and relevant experience may be considered
• Proficiency in Microsoft Office Suite applications, including Word, Excel, Outlook, and web-based systems

Special Considerations and Prerequisites

• Ability to exercise sound judgment and maintain confidentiality of sensitive company, client, employee, and business information
• Demonstrates professionalism through effective written and verbal communication and the ability to build collaborative working relationships with clients, customers, colleagues, and leadership
• Strong organizational, time management, and prioritization skills with the ability to manage multiple tasks and competing deadlines in a fast-paced environment
• Demonstrated attention to detail and ability to maintain a high degree of accuracy, quality, and productivity while processing large volumes of data and documentation
• Ability to work independently with minimal supervision while demonstrating reliability, accountability, and responsiveness in fulfilling assigned responsibilities
• Identifies issues, gathers relevant information, and assists in resolving problems in a timely and effective manner
• Demonstrates flexibility and adaptability by remaining open to feedback, process improvements, changing business needs, and cross-functional support opportunities
• Consistently maintains dependable attendance, follows established procedures and management direction, and complies with company privacy, data security, and information protection standards
• Must be able to perform the essential functions of the position with or without reasonable accommodation