Payroll Coordinator

Purpose and Scope

Process biweekly payroll information for hourly and salaried PEO employees and designated Physicians in the designated business unit. Primary responsibility is to process all payroll related changes to employee information on the payroll system and ensure that the payroll tax information is properly set up for each biweekly payroll cycle. While most tasks are of a routine nature, this position does require independent thinking for analysis of paycheck issues and recommendations on how to best resolve them through the normal payroll process.

Duties / Activities

Customer Service

• Responsible for driving the culture through values and customer service standards.
• Accountable for outstanding customer service to all external and internal customers.
• Develops and maintains effective relationships through effective and timely communication.
• Takes initiative and action to respond, resolve and follow up regarding customer service issues with all customers in a timely manner.
• This position will provide primary payroll services and the help desk function to respond to employee or business unit finance or human resource department questions about employee paychecks. Most issues will be resolved using the standard compensation or benefit policies but issue that are not resolved through this process will be escalated to the accounting Supervisor for further analysis and review.

Principal Responsibilities and Duties

• Daily review and audit of Physician/PEO timecards for accuracy. Review Pay Edit errors and follow-up with managers on transactions that appear on the error list.
• Notify appropriate management of employees with time transactions that have not been returned from Leave of Absence.
• Enters Payroll information in various payroll systems (badge #, emplid, payrule information). All information must be added or updated on timekeeping panel so that the correct edits will be applied to the employee.
• Review file to make sure that all transactions have proper manager approvals. Follow up with managers if approvals required.
• Process all payroll adjustments once time cards have been signed off; calculate any adjustments or corrections that occur after file has been submitted to Payroll.
• Provide support and customer service for the timekeeping functions, including proper submission of time transactions and editing transactions
• Complete the time card audits for data loaded each payroll cycle to ensure that all transactions have been properly approved and fall within the pay policies
• Incumbent will be responsible to enter pay transactions directly to the payroll system if they fail to get resolved before the deadline for the time load or they are not able to be loaded through the timekeeping system.
• Review and process employee pay for employees that have changed employment status in the middle of the pay cycle. Calculate retroactive pay increases for employees that are not properly figured in the retro payment process for the payroll system.
• Update employee changes to taxes (federal, state, or local), direct deposit, or employee check address.
• Calculate, prepare and enter off-cycle check information for payments that must be issued prior to the next scheduled payroll. Issue stop payment orders as needed.
• Review garnishments that will be loaded to the payroll system during the current pay cycle to ensure that all the necessary information has been sent to successfully process the garnishment from our third party garnishment administrator.
• Update Paygrid data for new pay codes added to the timekeeping system.
• Research and resolve Automated Clearing House (direct deposit) returns generated through the ADP full service direct deposit process.
• Respond to employee questions or business unit inquiries on the payroll.
• Update information on the pay group table for changes to clinic address or contact data for the ADP check/advice print distribution.
• Complete Workers Compensation wage requests from third party insurance carriers.
• Run Termination/Paid Time Off Reports and research any questionable pay outs. Calculate termination Paid Time Off payouts.
• Assist with and/or run reports as needed. Run daily PeopleSoft HR Transaction Report and update payroll records as needed (i.e. change of home address may impact state/local tax set-up on employee payroll record.) Provide information or run Payroll Reports that are available to BU Managers on Info Central.

Additional Duties

• Handles all the Physician pay which includes any special payments such as stipends, Profit sharing bonuses, special contract variances, and periodical payments as stipulated in their contracts.
• Track physician payments to ensure timely payment of the various payment types originating from various sources to be paid at varying times throughout the month.
• Provide wage information for employment verification forms relating to physicians.
• Also responsible for tracking 1099 information for Treasury tracking.
• Keeps track of all special funding for specific Payroll accounts.
• Handles Wire payments to Physicians.
• Handles distribution payments as directed.
• Create and verify function of employees’ login in Timestar (Insperity time keeping software.
• Verify proper rollover of PTO balances to ESL based on PTO caps each pay period for PEO employees.

Education

• High School Diploma with emphasis on courses in business and bookkeeping.
• Associate Degree in a business discipline is preferred.

Experience and Required Skills

• Minimum of 3-5 years’ experience in payroll or accounting is required.
• Must be proficient with Microsoft Excel and Word.
• Previous experience with Payroll Systems is preferred.
• Basic knowledge of Wage and Hour Laws is desired.
• Critical Skills: attention to detail; customer service, analytical, communication, organizational.
• Critical Attributes: Team player, dedicated, reliable.
• High level of confidentiality and discretion.
• Ability to complete work assignments within required time constraints and meet critical deadlines.