The following information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

General Position Summary:

Responsible for processing company payroll. Ensures accurate calculation of wages, tax withholdings, and company deductions. Prepares statistical reports on employee pay, commissions and bonuses, vacation, sick time, disability and workers compensation leave, and taxes/withholdings, etc. Oversees the distribution of paychecks or arranges direct deposit programs. Ensures payroll records are updated and reports on any matters of interest. Ensures proper governmental reporting and compliance. Directs the activities of a small staff of professionals and support staff. Accountable to both finance and human resource departments. Job functions may change based on organizational need.

Responsible for the organization and functioning of the association payroll system including training, system upgrades, and keeping up-to-date on changes to the federal and state wages and hour laws.

Designs functioning system processes to administer HR pay types, directs, collects, calculates and enters data.

Assists the Accounting Department with record keeping, financial reporting, and inquiry.

Essential Functions / Major Responsibilities:

• Determines payroll liabilities by approving the calculation of employee federal and state income and social security taxes, and employer's social security, unemployment, and workers compensation payments.

• Balances the payroll accounts by resolving payroll discrepancies.

• Maintains payroll guidelines by writing and updating policies and procedures.

• Trains directors, supervisors, managers and new employees on time entry and payroll processes.

• Hold periodic training on payroll related functions for staff.

• Enters employee changes into the payroll and time clock system [including new hires, terminations (including PTO payouts and final check deductions), transfers, rate increases (including calculation verification), tax/address changes, direct deposit authorizations (including setting up new bank codes), payroll deductions, pension code additions for newly eligible employees, and PTO adjustments].

• Reviews time cards for data entry errors and compliance with federal laws and hospital policies; enters previous pay period corrections and PTO cash-ins.

• Processes bi-weekly payroll (including verification of tax calculations, accuracy of badge charges, entering one-time deductions, printing paychecks, and sending direct deposits to banks).

• Responsible for tracking and summarizing payroll tax liability; prepares and maintains Excel spreadsheet for reconciliation within the department.

• Prepares W-2s in compliance with IRS, SSA, and State regulations (including electronic submission).

• Responds to third-party employee verifications.

• Processes garnishments (including notification of the employee, entry into the payroll system, and notification to the A/P department).

• Coordinates with the HR Benefits Analyst in maintaining and ensuring the accuracy of employee benefits (including health insurance, voluntary life insurance, and voluntary disability insurance).

• Coordinates with HR to ensure the accuracy of all changes to employee records.

• Maintains the association-funded retirement program (including eligibility determination and timely funding, preparing the annual census for compliance with federal regulations and work directly with the retirement plan financial advisor to ensure the accuracy and the integrity of the retirement plan).

• Updates the payroll procedure manual as changes are made.

• Trains managers and provides support on the timekeeping system.

• Maintains the accuracy and integrity of the timekeeping system.

• Assists managers with payroll projects by providing ad-hoc and standard timeclock and payroll reports.

• Provides orientation of the timeclock and payroll policies for all new employees.

• Provides interpretation of association payroll policies and federal and state laws for managers and employees.

• Provides training and supervision of alternate payroll person(s).

• Keeps up-to-date on changes to federal and state wage and hour laws by attending education courses and assisting HR and Accounting in ensuring association policies are in compliance.

• Identifies opportunities for improvements to the payroll process, provides an implementation plan, and follow through until project is complete.

• Provides input on proposed changes to the timeclock and payroll systems.

• Assists employees with payroll issues on a daily basis.

• Reconciles monthly statements for voluntary insurance (including notification to the companies of terminated employees).

• Displays proper etiquette and mannerisms that reflect the SHINE Behavior Standards.

• Promotes the Patient Safety Standards as a core value of the organization.

Secondary Functions:

• Participates as leader in the accounting office to promote department and organizational culture.

• Posts policies to the association intranet as directed by Administration.

• Assists in reconciliation of the group health insurance account to the bank statement.

• Provides support and assistance to the A/P and Accounting staff as needed.

• Assists the Financial Analyst, Accounting Director, and CFO in other projects as needed.

• Participates in departmental and association wide informational meetings and inservices, including staff meetings, association wide forums, and seminars.

• Reviews department and association wide policies and procedures annually.

• All other duties as assigned.

Additional / Seasonal Responsibilities:

• Designs and prepares the payroll guidelines for inclusion in new hire packets.

• Work load increases during benefits open enrollment.

• Work load increases at the year-end with W-2 processing.

• May be required to travel occasionally to attend meetings, workshops and/or conferences outside of normal business hours.

Job Scope:

This job involves:

• Regular and recurring work situations with occasional variations from the norm.

• A high level of complexity.

• Typical operation from established and well-known procedures.

• Typical determination of own practices and procedures.

• Contributes to the development of new services, programs, or processes.

• Performance under independently-minimal supervision.

Supervisory Responsibility:

• Supervises Payroll Specialist, Generalist and/or volunteer(s) as well as any other accounting staff assisting with payroll duties.

• Assists with conducting annual performance evaluation and merit compensation process.

Interpersonal Contacts:

Contacts:

• Are normally made with others both inside and outside the association.

• Are made with own department as well as other departments or locations.

• Frequently contain confidential/sensitive information necessitating discretion at all times.

• Are made via telephone, e-mail, and face-to-face interaction.

• Are usually with coworkers, and little to no patient and physician contact.

Specific Job Skills & Mental Activities:

This position requires operational knowledge of all equipment in the Accounting Department including: fax, printer, copy machine, phone systems, typing (50+ wpm), 10-key calculator, and all computer programs required to retrieve and input information (including all Hospital Information Systems, MS Office, Adobe Acrobat, e-mail, and internet).

This employee must be service oriented and have excellent customer service skills, computer skills, organizational skills, multitasking skills, professional interpersonal skills, time management skills, the ability to prioritize work, and telephone etiquette.

This employee must be familiar with and abide by all HIPAA, IRS, SSA, federal, and state rules and regulations.

Must be able to read, write, speak, and understand English.

Education and/or Experience:

• High school diploma or equivalent (required).

• Associates degree or 5-7 years directly related work experience (required).

• Bachelor’s Degree (preferred).

• Certified Payroll Professional (CPP) (preferred).

• Three (3) years payroll experience (required).

• Five years payroll or related experience (required).

• Extensive knowledge of the function and department processes (required).

• Process and People Management experience (required).

• 1 year supervisory experience (required).

• Intermediate computer skills (required).

Physical Demands & Job Conditions:

Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time. Worker is exposed to extensive computer work.

Physical motions include finger dexterity, standing, walking, talking, reaching, feeling, sitting, bending, grasping, listening/hearing, handling, lifting up to 5 pounds, and repetitive motions of the hands, wrists, and feet.

This is a safety sensitive position.

OSHA Exposure Category:

Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues and are not a condition of employment.

Education

Required

• Associates or better in Accounting

Preferred

• Bachelors or better in Accounting