Payroll Administrative Assistant

Job Description

Job Description

Department: Administrative

FLSA Status: Non-Exempt

Reports To : Supervisor as Designated by Company

Job Description Summary

The Payroll Assistant supports accurate, timely, and compliant payroll, scheduling, auditing, recordkeeping, and employee administration activities. This position reviews payroll and scheduling data, identifies and resolves discrepancies, maintains required documentation, and coordinates with administrative, operational, and Human Resources teams to support compliance with company policies and applicable requirements.

The Payroll Assistant is responsible but not limited to:

• General Administrative Tasks
• Client Schedule Auditing
• Payroll and Schedule Auditing
• Payroll processing support
• Authorization and schedule documentation review
• Reporting and compliance support
• Human Resources administrative support

Reporting Relationship

• The Payroll Assistant reports to the supervisor, designated by the company.

Essential Job Qualifications

Required

• High school diploma or equivalent.
• Proficiency with Microsoft Office, including Excel and Word.
• Strong attention to detail, organization, and analytical skills.
• Ability to communicate clearly and professionally.
• Ability to maintain confidentiality of employee, client, payroll, and company information.

Preferred

• Bachelor's Degree preferred.
• Experience with payroll, scheduling, auditing, HRIS, EHR, practice management or billing systems.
• Experience using Excel pivot tables, formulas, and reporting functions.

Working Conditions

Physical Requirements

• Frequently sits, types, and works on a computer for extended periods of time.
• Frequently communicates with employees, and management via phone, email, video conferencing, and in person.
• Occasionally stands, walks, bends, twists, kneels, reaches, and lifts or carries items weighing up to approximately 20 pounds.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Essential Job Functions and Responsibilities

General Administrative Responsibilities

• Generally, displays a positive attitude and passion for the job.
• Seeks to enhance overall company morale.
• Is respectful and courteous to others (i.e., directors, fellow supervisors, Management, therapists, and office personnel).
• Arrives at work on time.
• Sets and maintains appropriate boundaries and professionalism with CSH employees.
• Maintains confidentiality of employee information.
• Returns phone calls/emails from supervisors, Management, and/or teammates in a timely manner (usually within 24/48 hours).
• Complies with supervisor and Management requests and follows instructions.
• Communicates regularly with supervisors and Management regarding any problems, concerns, or issues.
• Uses resources independently without requiring constant oversight.
• Seeks and receives constructive feedback in a professional manner.
• Attire is appropriate for the assigned work; given the role of supervisor, attire needs to be differentiated from what other admin staff wear.
• Remains professional with confidential information.
• Workspace is organized and clean.
• Able to meet deadlines assigned by supervisors and Management.
• Attends weekly meetings prepared and on time.
• Adheres to all CSH policies/procedures.
• Notifies supervisor and management of any changes in schedule.
• Provides 2 weeks’ notice for any vacation requests with appropriate paperwork.
• Follows cancellation policies for sickness.
• Effectively budgets time and manages workflow of supervising cases; characterized by completing assigned duties and standing commitments on time.
• Submits a daily update at the end of the shift directly to their Supervisor.

Client Schedule Auditing

• Review and audit client schedules and active funding sources weekly.
• Review appointments, overlapping services, billing codes, service codes, and staff credentials for consistency with funding source requirements.
• Communicate, resolve, and correct discrepancies.
• Payroll and Schedule Auditing
• Review and audit employee schedules to ensure payroll, scheduling, meal period, overtime, mileage, travel time, pay codes, and other company policy requirements are accurately documented and compliant.
• Monitor schedule rendering and schedule locking activities by running reports, following up on outstanding items, maintaining records, and taking appropriate corrective action as needed.
• Coordinate with employees, scheduling staff, audit personnel, supervisors, and other departments to resolve scheduling discrepancies, verify missing or incomplete data, and ensure timely processing of schedule updates.
• Generate, analyze, and maintain scheduling, rendering, locking, payroll, and compliance reports, including specialty program schedules as assigned.
• Respond to employee inquiries related to payroll, scheduling, rendering, and schedule-lock requirements, and provide administrative support for schedule and cancellation processing when needed.

Authorization Hour Reallocation Support

• Review allocation requests and identify the request, the service type, the client it applies to, and what billing modifiers are being changed.
• Verify the client has hours available to transfer and review the funding source authorization.
• Ensure the monthly or total hours are calculated correctly and that hours are available prior to changes.

Adding New Hires to the Workforce Management System

• Review, update, and ensure clarity of the new hire documents in the employee files and follow up on any needed documentation.
• Add New Hires to the Company’s Electronic Health Records and Practice Management Platform.
• Add New Hires to the Company’s Payroll system.
• Input and audit new hire information, payrates and pay codes, tax selections, benefit hours, and EEO in the company systems,
• Attach and upload documents to the applicable company system and input expiration dates.
• Review and audit the I-9 form and ensure the accuracy of information on the form compared to the documents that are on file.
• Update the new hire flow chart according to what is in the employee’s file and what information has been inputted and reviewed.
• Update Monday training schedule in the applicable company system.
• At end of training weeks, audit that MBW and CPR has been added to employee’s file and applicable company system.

Processing Payroll

• Assist with payroll processing, payroll adjustments, and year-end payroll activities in accordance with established schedules, procedures, and applicable wage and hour laws.
• Review timekeeping, attendance, scheduling, payroll, and employee data to ensure accuracy, completeness, and compliance prior to payroll processing.
• Generate, analyze, and maintain payroll, overtime, leave, schedule rendering, schedule lock, compliance, and management reports, and follow up on discrepancies as needed.
• Process and maintain payroll-related records, including approved hires, terminations, pay rate changes, reimbursements, manual checks, and other payroll updates.
• Investigate and resolve payroll discrepancies, respond to payroll inquiries, and coordinate with Human Resources regarding employee status changes, benefits administration, and related payroll matters.
• Support payroll audits, compliance reviews, management reporting, and other payroll-related administrative functions.

Clients Record Updates

• Maintain client records and authorizations, including approved status changes, activations, terminations, and access updates.
• Archive expired authorizations and ensure client information is accurate, current, and properly documented within company systems.

HR Support

• Provide backup support for Incident Reports, including after-hours incident reporting, workers' compensation documentation, treatment authorizations, employee support resources, related recordkeeping, and communication with Human Resources while maintaining confidentiality of protected information.
• Assist with management of the RBT Department Inbox and tracking of employees pursuing RBT certification, including training completion, competency assessments, certification applications, examination timelines, supervision requirements, renewal deadlines, compliance monitoring, and maintenance of audit-ready documentation.
• Serve as a liaison between employees, supervisors, Human Resources, and other departments regarding certification, compliance, documentation, and related follow-up activities.
• Provide backup support for Staff Cancellations, including managing cancellation communications, coordinating schedule updates, assisting with absence-related payroll coding and documentation, maintaining accurate records, and communicating trends or concerns to management as appropriate.
• Monitor deadlines, maintain records, provide follow-up communications, and support compliance-related administrative activities in accordance with company policies and applicable requirements.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may be modified or additional responsibilities may be assigned based on business needs, with notice from management as appropriate.

Measures of Performance

• Meet all essential job function requirements as described in the job description.