Payroll Coordinator

Job Description

Job Description

Payroll Coordinator
Job Location: Santa Maria, CA
Job Summary:
Purpose

We are seeking a highly organized and detail-oriented Payroll Specialist to oversee payroll and accounts payable functions for two of our skilled nursing facilities located in Santa Maria, CA, just a few minutes apart . This dual-role position is responsible for coordinating employee payroll and benefits in accordance with company policies and procedures and applicable state and federal laws.

Duties and Responsibilities

• Demonstrates commitment to company's mission, values and standards of ethical behavior.

• Models a positive and professional image that emulates the organization's mission and encourages a spirit of cooperation with coworkers. Provides assistance to coworkers and promotes teamwork by sharing information useful to achieving desired results.

• Ensures that all residents are treated fairly, with kindness, dignity, and respect and their rights are protected at all times.

• Complies with all company and departmental policies and procedures.

• Maintains a thorough understanding of all payroll functions, company policies and procedures, federal and state wage and hour law, facility pay practices, timekeeping and information system.

• Processes Payroll per facility payroll schedule, company policies and applicable laws, to ensure accurate, timely receipt of paychecks.

• Ensures that all checks, records, reports and data are kept confidential and are locked and secured. Discusses employee information with supervisors only on a need to know basis.

• Reviews, adjusts and transmits hours to corporate payroll. Codes checks with appropriate department number to assure that salary and wage expenses are distributed to correct department.

• Arranges for all employees to sign their timesheets every pay period.

• Coordinates review with department managers and ensures any adjustments are approved by both employee and supervisor. Provides daily accounting of missed punches and other required adjustments at daily stand up meeting and ensures theyre resolved within 24 hours. Reports missing meal breaks and ensures penalty is paid.

• Track Attendance records and communicates to department managers when absence becomes excessive.

• Maintains payroll records for all employees, including setting up new hires, posting changes to current employees and processing termination paperwork in accordance with established policies and procedures. Ensures paperwork is processed in a timely manner.

• Resolves payroll disputes by assisting employees in obtaining information concerning their payroll check, deductions, accruals, over time, etc, as necessary.

• Prepares financial and statistical reports concerning payroll information as directed.

• Ensures that employee benefits enrollment, changes and terminations are processed in a timely and accurate manner

• Helps to resolve issues with employee benefits and assists with open enrollment process.

• Assists in ensuring that employees injured on the job are sent to company's clinic in a timely manner, that paperwork is completed within 24 hours and forwarded to Risk Management Employee Safety department immediately thereafter, a thorough investigation is completed in accordance with facility policy and procedure.

• Coordinates employee leaves such as FMLA/CFRA, Pregnancy Disability Leave, Worker's Compensation disability, and personal leaves in accordance with federal and state law and company policies and procedures. Facilitates communication between company and employee, ensures documentation from medical provider is received and sent to corporate human resources in a timely manner. Informs corporate payroll when employee is to be removed from payroll and/or benefits.

• May be cross trained in Accounts Receivable, Accounts Payable, Admissions and Receptionist duties and other appropriate business office functions, and provides support as needed.

• Maintains a thorough understanding of all Accounts Payable functions, company policies and procedures government regulations, data information systems and business relations with other companies as well as outside vendors.

• Forwards invoices to appropriate department personnel for general ledger coding and approval for payment.

• Verifies the accuracy of invoices received for quantity, unit price, extensions and discounts and matches packing slips with the purchase order. Communicates with department supervisors on invoices and purchase orders containing errors.

• Keys invoices into AP system on a timely and accurate basis but no less than weekly.

• Submits AP to Administrator for approval on a timely and accurate basis but no lessthan weekly.

• Completes month end process ensuring all monthly invoices are keyed and submitted per corporate close schedule.

• Ensures month end accruals are submitted timely. Reconciles accruals with invoices and re accrues when necessary. Maintains file of pending packing slips and purchase orders for month end accrual back up.

• Files monthly AP reports for audits and financial reviews.

• Ensures new vendors are processed in accordance with policies and procedures.

• Notifies and resolves issues with suppliers and vendors concerning questions on invoices as requested by department supervisors.

• Receives checks and makes deposits as directed.

• Coordinates facility petty cash as directed.

• Reports the following in accordance with established facility procedures and regulatory standards: accidents and incidents; resident grievances, complaints, allegations of resident abuse and/or misappropriation of resident property; occupational exposure to blood, body fluids, infectious materials, and hazardous chemicals; concerns and suspected incidences of non compliance including but not limited to hazardous conditions and equipment.

• Adheres to state and federal regulations and company policies and procedures; HIPAA confidentiality standards of resident and facility information; Infection Control, Universal Precautions, OSHA and safety standards; and established safety precautions and regulations in the performance of tasks and the use of equipment and supplies.

• Utilizes most efficient, safe and cost effective techniques and methods, and uses supplies and equipment in the most efficient manner to minimize waste.

• Works with facility consultants as necessary and implements recommended changes as required.

The above listing of duties and responsibilities is not intended to be all inclusive but rather to serve as a description of the range of duties and general nature of the position. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Knowledge, Skills, Abilities and Qualifications

• 1-2 years accounts payable/payroll experience required.

• High school diploma or equivalent required; AA degree in business, accounting or related subject preferred.

• Knowledgeable about general accounting principles; ability to calculate numbers and perform data entry.

• Must be able to maintain high level of confidentiality.

• Must possess the ability to examine and verify financial documents and reports.

• Commitment to consistently deliver high quality, person centered care with dignity, respect, compassion, integrity and to enrich every life we touch. Embracing care and compassion, community, honesty, integrity, teamwork, innovation and safety.

• Ability to represent Company in an ethical and professional manner, and to maintain accountability.

• Ability to interact tactfully, effectively, and professionally with other employees, residents, family members, visitors, government agencies/personnel and the general public, as needed.

• Must be able to relate to and work with physically and/or mentally ill, disabled, elderly, emotionally upset, and at times hostile people within facility and treat them with respect and consideration regardless of their cognitive or function level.

• Willingness and ability to function as an effective team member through good communication and cooperation to meet departmental goals.

• Must demonstrate flexibility and ability to adapt to change.

• Ability to organize, prioritize and meet deadlines.

• Ability to maintain confidentiality and be discreet.

• Must be able to handle multitask and handle pressure.

• Must be able to follow instructions and to accept feedback.

• Must successfully pass background check, health exams, and any other pre-employment requirements.

• Willing to work beyond normal working hours, weekends, holidays, and/or on other shifts and in other positions, when necessary.

• Must be able to read, write and speak the English language sufficiently and comprehensibly enough to perform the essential functions of the job.

• Sufficient computer skills including proficiency in Microsoft Office, Outlook, and/or Internet to perform required duties.

• Strong knowledge of basic mathematical concepts and tools.

• Ability to understand and follow applicable regulations, policies and procedures fully and consistently. 

• Must have strong detail orientation and high accuracy level.