Payroll Technician

Job Description

Job Description

Title: Payroll Technician

Onsite: Springfield, MO Office (supporting teams across TX, MO, NM, IL, KS, IN, and 30+ remote-work states)

Department: Payroll

Reports To: Payroll Manager

Job Summary

New Day Healthcare is seeking an Payroll Technician to join our team. Every pay period, more than 8,000 caregivers, nurses, and support staff across our organization count on receiving an accurate paycheck. Behind every paycheck is a series of time records, clinical schedules, approvals, and payroll details that must come together correctly.

We're seeking a detail-oriented Payroll Technician to support payroll operations for our growing, multi-state healthcare organization. This role focuses on reviewing and validating employee timesheets generated through UKG, multiple Electronic Medical Record (EMR) systems, and related timekeeping and scheduling platforms. You'll help ensure hours worked are accurately captured, discrepancies are resolved, and payroll data is complete and ready for processing by established deadlines.

This is a hands-on role for someone who enjoys working with data, solving problems, and partnering with clinical and administrative teams to make sure the people who care for our patients are paid accurately and on time.

Key Responsibilities

Payroll Processing & Timekeeping

• Review, validate, and reconcile employee timesheets and payroll data before each payroll deadline.
• Verify employee hours recorded through UKG, different EMR systems, and associated timekeeping and scheduling platforms.
• Compare recorded hours against approved schedules, shift assignments, and other authorized supporting records to identify discrepancies.
• Research and resolve missing punches, duplicate entries, incorrect hours, unapproved time, and other timesheet exceptions.
• Review regular hours, overtime, shift differentials, on-call pay, bonuses, mileage reimbursements, and multi-rate pay for accuracy and appropriate approval.
• Verify employee time entries and payroll adjustments are complete and approved before submission for payroll processing.
• Follow up with employees, supervisors, schedulers, and clinical teams to obtain missing information or corrections.
• Assist with payroll adjustments, retroactive corrections, and off-cycle payroll requests as assigned.
• Maintain accurate records of timekeeping corrections, approvals, and payroll-related communications.

EMR & Payroll Systems

• Navigate multiple EMR systems to review employee time records and supporting documentation relevant to payroll validation.
• Use UKG and related payroll systems to review employee information, time entries, pay codes, and payroll exceptions.
• Identify inconsistencies between EMR records, schedules, and payroll timekeeping data and coordinate appropriate corrections.
• Document recurring system issues and escalate unresolved discrepancies to the Payroll Manager or appropriate system support team.
• Assist with testing system updates, reviewing data integrations, and validating timekeeping workflows as assigned.
• Follow established procedures for system access, data entry, documentation, and record retention.
• Access patient-related information only when authorized and necessary to perform assigned duties.

Compliance & Quality Control

• Follow established payroll procedures, internal controls, approval requirements, and applicable wage-and-hour regulations.
• Help ensure employee hours, overtime, pay codes, and other time-based compensation are recorded accurately in accordance with applicable requirements.
• Maintain organized supporting documentation for payroll review, reconciliation, and audit requests.
• Protect confidential employee information and any protected health information encountered while performing job duties.
• Identify potential payroll errors, unusual time entries, unauthorized changes, or recurring discrepancies and escalate concerns appropriately.
• Assist with payroll reconciliations, quality checks, and audit preparation.
• Support consistent application of payroll procedures across multiple states and clinical departments.

Reporting & Team Support

• Prepare timesheet exception reports, missing-punch reports, outstanding approval lists, and other payroll-related reports as assigned.
• Monitor timesheet submission and approval status to help ensure payroll deadlines are met.
• Communicate professionally with employees and managers regarding timekeeping questions and payroll discrepancies.
• Collaborate with Payroll, HR, Scheduling, Clinical Operations, Finance, and Employee Relations to resolve routine payroll issues.
• Provide backup support to other payroll team members as needed.
• Recommend opportunities to improve timekeeping accuracy, documentation, and workflow efficiency.

Qualifications

• High school diploma or equivalent required; associate degree in Accounting, Business Administration, Finance, or a related field preferred.
• Two or more years of payroll, timekeeping, accounting, bookkeeping, or related administrative experience preferred.
• Experience with healthcare payroll, clinical scheduling, or EMR-based timesheet validation strongly preferred.
• Experience using UKG, ADP, Workday or similar payroll and workforce management systems preferred.
• Familiarity with electronic timekeeping systems and the reconciliation of employee hours across multiple platforms.
• Basic understanding of payroll calculations, overtime, shift differentials, multi-rate pay, and wage-and-hour requirements.
• Proficiency in Microsoft Excel, including sorting, filtering, formulas, and data reconciliation; PivotTables and lookup functions preferred.
• Strong attention to detail, analytical thinking, and problem-solving skills.
• Excellent organizational, communication, and follow-up skills.
• Ability to manage multiple priorities and meet recurring payroll deadlines.
• Ability to maintain confidentiality and handle sensitive employee and organizational information appropriately.
• Ability to work effectively with clinical, administrative, and remote teams across multiple states.

What We Offer

• Competitive pay and comprehensive benefits.
• Medical, dental, vision, and retirement plans.
• Generous PTO and paid holidays.
• A supportive, mission-driven culture.
• The opportunity to support the payroll operations that help thousands of caregivers continue providing essential care to patients and families.

Role Expectations

The Payroll Technician is responsible for the accurate review, validation, documentation, and timely resolution of payroll timekeeping issues within established procedures. This position works under the direction of the Payroll Manager and refers complex discrepancies, compliance concerns, system issues, and exceptions requiring management approval to the appropriate leader.

This job description outlines the primary responsibilities of the position and is not intended to be an exhaustive list of all duties. Responsibilities may evolve based on organizational needs.