Payroll Clerk - HR Assistant

Job Description

Job Description

Job Title: Payroll Clerk / HR Assistant

Location: Newark, DE

Job Type: Full-time

Facility Type: Skilled Nursing & Long-Term Care Facility

About Our Facility

At Exceptional Care for Children, we provide exceptional, compassionate skilled nursing and rehabilitative care to medically complex children and young adults. Our mission is to create a warm, nurturing environment where our patients can thrive. We are seeking a detail-oriented and empathetic Payroll Clerk / HR Assistant to support the incredible team who make a difference in these children's lives every day.

Position Overview

In this dual role, you will ensure our staff is supported accurately and efficiently. You will manage the end-to-end payroll process and assist with daily human resources operations. The ideal candidate is highly organized, strictly confidential, and motivated by working in a healthcare environment dedicated to children and young adults.

Key Responsibilities

Payroll & Timekeeping

• Process bi-weekly payroll accurately for all facility staff, including hourly, salaried, and shift-differential employees.
• Review timecards daily to resolve missed punches, incentives, and paid time off (PTO) tracking.
• Manage payroll deductions , including benefits, taxes, garnishments, and purchases.
• Investigate and resolve payroll discrepancies or employee questions quickly and courteously.
• Maintain precise Time and Attendance records daily. Monitor attendance data to draft and provide managers with timely progressive disciplinary action paperwork for employee dissemination.
• Maintain Daily Staffing Sheets - Includes entering clinical staff hours daily for accurate staff ratios.

Human Resources Support

• Maintain personnel files ensuring strict compliance with healthcare regulations and state licensing standards.
• Assist with onboarding for new hires, including background checks, drug screenings, I9s, and preparation of onboarding materials.
• Execute data entry for all new hires , systematically configuring payroll systems, company email, security access, internal mailboxes, service letters, and taking photos for ID badges.
• Enroll new employees directly into the physical biometric timeclock hardware.
• Assist with benefit administration during open enrollment and for new eligible employees.
• Support employee engagement initiatives and facility events to celebrate our dedicated employees.
• Maintain Provider Trust - Update EE Verification for license/certification.

HR Administration & Communication

• Respond to employee inquiries and concerns regarding payroll and hours with a helpful, solutions-oriented approach.
• Front Desk Support: Greet incoming guests, answer the door, and provide backup coverage for the Receptionist as needed.
• Fulfill employment verifications , providing status, hire/termination dates, and salary details for loan verifications.
• Assist with offboarding processes , including coordinating the disabling of EE system access and benefit plans upon separation.

Benefits, Policy Administration & Legal Compliance

• Serve as the primary back-up to the Director of Human Resources (DHR) for the administration of all facility HR policies, procedures, payroll execution, and benefit programs.
• Assist the DHR with the execution of the annual Employee Survey and the annual open enrollment window for benefits.
• Maintain a baseline knowledge of labor laws and legal requirements related to employee management to reduce liability and protect the facility.
• Verify that all employee documentation and personnel files strictly comply with local, state, and federal healthcare mandates, HIPAA guidelines, and Department of Health regulations.

Facility Culture & Recognition

• Coordinate employee recognition events and initiatives, including Long-Term Care (LTC) Week and Years of Service Awards.
• Establish and maintain an EE recognition program

Qualifications & Skills

• Education: High School Diploma or equivalent required; Associate degree in Business, Finance, or Human Resources is a plus.
• Experience: 1-3 years of experience in an HR assistant, payroll clerk, or recruiting coordinator role. Prior experience in long-term care, skilled nursing, or hospital environment is preferred.
• Industry Knowledge: Experience in healthcare, skilled nursing (SNF), or shift-based environments is highly preferred.
• Compliance Knowledge: Familiarity with healthcare vetting platforms (BCC, OIG, license verification portals) is a major plus.
• Software: Proficiency with payroll platforms and Microsoft Excel.
• Attributes: High level of integrity, strong attention to detail, and a warm, approachable communication style.

Benefits & Perks

• Comprehensive Medical, Dental, and Vision Insurance.
• Paid Time Off (PTO) and paid holidays.
• 403 (b) retirement plan with company match.

Exceptional Care for Children is an Equal Opportunity Employer Qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, religion, sex/gender (including pregnancy), sexual orientation, gender identity or gender expression, age, physical or mental disability, military or protected veteran status, citizenship, familial or marital status, genetics, or any other legally protected category. In compliance with the Americans with Disabilities Act Amendment Act (ADAAA)