Tax Agency Notices

Position: Tax Agency Notices

Location: Schenectady, NY (Remote)

Hiring: Fulltime with Hexaware Technologies

Job Summary:

Responsible for receiving, analysing, and resolving notices from US state tax agencies. Acts as primary point of contact between the company and state departments of revenue for all notice-related matters, including assessments, audits, delinquency notices, and information requests. Ensures timely response, accurate research, proper documentation, and escalation when required to minimize risk and financial exposure.

Key Responsibilities:

• Receive and triage incoming state tax notices, logging details in the tax notice tracking system
• Review notice content to determine the type (e.g., audit notification, assessment, penalty, lien, missing return) and identify deadlines and required actions
• Research tax issues using state statutes, regulations, agency guidance, and internal tax records
• Prepare and submit responses, protest letters, amended returns, or additional documentation within statutory deadlines
• Coordinate with internal stakeholders (accounts payable, payroll, legal, finance, operations) to gather supporting information and implement corrective actions
• Communicate with state tax agency representatives via phone, email, and written correspondence to resolve open items and negotiate abatement or payment plans when appropriate
• Maintain complete case files and ensure all correspondence, supporting documentation, and case notes are captured in the document management system
• Track outcomes, payments, and appeals; ensure follow-up actions are completed and risks are mitigated
• Identify trends in notices and work with tax leadership to recommend process improvements or preventive controls
• Support audits and examinations by compiling requested documentation and coordinating internal resources
• Provide periodic reporting to tax leadership on notice volumes, resolution timelines, exposures, and status of open matters

Required Experience:

• Experience working with US state tax notices, collections, or audits in a corporate tax department, public accounting, or tax compliance role.
• Knowledge of state and local tax (SALT) concepts, including nexus, withholding, sales and use tax, and franchise/gross receipts taxes.
• Strong written and verbal communication skills for drafting formal responses and interacting with tax agency representatives.
• Proven organizational skills and attention to detail with the ability to manage multiple cases and deadlines
• Proficiency with Microsoft Office and experience with case management or document management systems
• Ability to interpret statutes, notices, and agency guidance to determine appropriate responses

Preferred Qualifications:

• Bachelor s degree in accounting, finance, taxation, or related field
• Certification such as CPA, EA, or SALT-specific training
• Familiarity with tax research tools (e.g., CCH, RIA, Bloomberg Tax) and workflow tools (e.g., SharePoint, iManage)
• Experience with ERP systems (e.g., NetSuite, Oracle, SAP) for records retrieval

Skills and Competencies:

• Analytical thinking and strong problem-solving skills
• Ability to work cross-functionally and influence without authority
• Comfort handling confidential and sensitive financial information
• Time management and deadline-oriented
• Customer-service orientation when dealing with internal clients and external agencies

Tools & Systems:

• Document management / case tracking system (company-specific)
• Microsoft Excel, Word, Outlook
• Tax research databases (preferred)
• ERP systems for data retrieval