Posted 2 days ago
Description
The Payroll Administrator, under the direct supervision of the Director of Finance, is responsible for overseeing and executing all items related to payroll processing for our organization. The Payroll Supervisor will work cooperatively with many teams and individuals, internal and external, to ensure payroll related processes and tasks are reviewed and executed in a timely manner to meet critical deadlines.
Essential Functions (not all inclusive)
- Ownership of all payroll related items including but not limited to timeclocks, time punches, HCM system management, benefits, CalSavers, and provider pay items.
- Oversee procedures and processes, and all inquiries and requests related to the preparation and distribution of payroll.
- Process payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
- In collaboration with the HR team, ensure accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.
- Oversee the maintenance of employee records, ensure all employees and independent contractors are accounted for accurately and statuses are up to date.
- Work with HR to determine follow up actions for no pay employees and independent contractors.
- Perform new hire audits, review initial HR data entry for accuracy.
- Oversee all hourly timecards to ensure critical exceptions are fully resolved before timesheet data is locked and imported to grid.
- Oversee all time off policies and requests to ensure policies are adhered to and processed accurately.
- Guide Finance Coordinator(s) as needed to troubleshoot issues as they arise.
- Reconcile hours imported to ensure accuracy and all employee hours are captured.
- Perform data imports or data entry for payroll related items such as provider patient counts, midnight incentives, on call incentives, or others as needed.
- Track provider bonuses, update records as needed, confirm with Agreements and HR to determine qualification, for Director of Finance approval.
- Maintain benefit information per HR records. Follow up on any discrepancies in a timely manner, to ensure employee benefit deductions are accurate and reconcile to the carrier invoices. Account for employees on leave, and employees with active COBRA coverage.
- Provide support to all employees and independent contractors for their pay and/or time-related questions.
- Review and determine payroll policies and procedures are updated, accurate, and reflect actual payroll processes. Ensure all departments are aware and communicated with as needed to ensure transparency.
- Act as a liaison between AUC employees and the HCM Support team. Advocate for efficiencies and improved functionality with HCM vendor.
- Initiate service request tickets with HCM Support as needed to troubleshoot and meet the team’s needs.
- Per HR’s request, calculate and present all final paychecks for review and approval.
- Finalize payroll for all employees and independent contractors, with Director of Finance approval.
- Organize payroll expense journal entries for financial tracking and reporting by location and department.
- Ensure compliance with federal, state, and local payroll, wage, and hour laws.
- Make recommendations for process improvements and identify best practices to ensure the payroll department runs smoothly.
- Facilitate audits or third-party requests by providing records and documentation.
- Review and approve all expense reimbursements for processing.
- Compile reconciliation reports and present them to the Director of Finance for review and approval.
- Organize payroll expense journal entries for financial tracking and reporting by location and department.
- Assist the Director of Finance with various requests or tasks as needed.
- Meet weekly (or more frequently) with Director of Finance to review status of tasks, discuss barriers, and propose solutions.
- Perform special projects and other duties as requested or assigned.
- Comply with departmental policies and procedures.
- Perform all duties and tasks with the highest level of professionalism, which includes professional communication and professional attire.
- Responsible for showing up to work on time and being available to all team members including HR, Leadership Team, employees, and vendors during work hours, Monday through Friday, 8am to 5pm.
- Work well with all AUC staff members, contractors, and vendors.
- Provide personal commitment and ownership to enhance knowledge, skills, and abilities in healthcare related financial areas.
- Maintain patient confidentiality and information security, adhere to all HIPAA regulations and requirements.
- Adhere to strict confidentiality and professionalism regarding employee and independent contractor payroll data.
- Expertise and knowledge of payroll processes, rules, regulations within California.
- Knowledge of financial related duties, roles, and responsibilities in a healthcare setting.
- Experience with payroll systems, financial management and/or tracking systems.
- Excellent and effective communication and listening skills, oral and written – clear, concise, articulate, empathetic, and friendly – to support work with a wide range of different people and groups.
- Open and honest communication and feedback, to ensure all stakeholders have accurate information to support decision making and staffing needs.
- Strong time management skills, including use of technology and software to facilitate prompt task execution.
- Highly detail oriented, thorough, and responsible.
- Ability to multi-task, adapt to a variety of responsibilities that may change on a daily basis, focus and execute relevant goals.
- Excellent problem solving and critical thinking skills.
- Display a positive, focused, and solution-oriented attitude.
- Ability to work independently on assigned tasks, in addition accepting direction on given assignments.
- Demonstrate a high level of performance, accountability, integrity, professionalism, openness, and receptiveness to change.
- Ability to perform in the best interest of business needs.
- Ability to meet deadlines and prioritize workload and tasks on an ongoing basis.
- Excellent understanding of HIPAA and confidentiality requirements in a medical office setting.
- Involves sitting down for prolonged periods of time.
- Must be able to have face-to-face conversations with vendors, employees, and the Leadership Team.
- Ability to communicate verbally with an excellent comprehension of the English language.
- Must be able to lift 25 lbs.
- 3+ years of experience working with payroll, preferably in an urgent care or healthcare setting.
- High school diploma or equivalent.
- Accounting or Finance college courses, 2 year, or 4 year degree in Accounting, Business Administration, Human Resources (preferred)
