Senior Payroll Specialist

Position Summary – One paragraph or maximum of four sentences to provide descriptive statement that outlines the purpose of the position. Please clarify level of responsibility (e.g. works independently, under close supervision, etc.)

Prepares bi-weekly payroll for the organization.  Coordinates funding of all payroll-related liabilities (withholding taxes, garnishments, insurance premiums, etc.), prepares payroll tax returns, annual life insurance data, yearly W2’s, etc.  Acts as the primary contact for payroll questions, instructions, training, and problem resolution.  Via interpretation and application, ensures compliance with Federal/State Tax and Wage and Hour laws.

KEY RESPONSIBILITIES – Major functions why this position exists.

Performed majority of the time -- please start with the responsibilities that are the most time consuming:

·         Collects and reviews employee timecards to ensure that:

·         Regular hours recorded have been properly documented and are consistent with Hospital policy.

·         If stated hours are under budget, use employee PLH to bring them up.

·         Paid leave hours reported have been earned and are authorized to be taken.

·         Those receiving special charge premiums must be properly authorized.

·         All other special adjustments, such as retroactive rate adjustments, must be properly authorized with PA forms.

·         Maintains all payroll reports produced by the computer system in order that they are easily accessible for reference.

·         Prepares quarterly and year-end governmental payroll reports, including W-2 forms.

·         Calculates and prepares garnishments.

·         Reconcile the deduction reports from the computer system.  Carriers include: medical, dental, life insurance, credit union, any appropriate union dues, and TSA billing.

·         Prepares and disburses various management labor hours reports.

·         Verifies records for unemployment, Welfare and Wage.

·         Copies time cards and other records.

·         Maintains filing system.

·         Verifies LOA and termination dates.

·         Updates payroll files as necessary.

·         Prepares information for federal, state and FICA tax withholdings to send by electronic funds transfer.

·         Demonstrates confidentiality regarding patient and co-worker information.

·         Examines direct deposit information to prepare for electronic transmission.

·         Takes corrective action for payroll check errors, in accordance with Hospital policy concerning error correction.  All errors are documented with a payroll discrepancy report, which is initiated and signed by the employee’s Department Head.

·         Responds to correspondence independently as appropriate by telephone and/or in writing.

·         Manages complex tasks, sets priorities, and follows through on assigned projects.

·         Prepares sensitive and confidential information.

·         Investigates over budget hours for departments.

·         Prepares manual checks and annual bonus checks.

·         Demonstrates ability to work in a team situation.

·         Maintains a cooperative and harmonious relationship with staff and management.  Demonstrates respect of others, communicates clearly and attempts to resolve interpersonal conflicts.

·         Acts as the primary contact for payroll questions, instructions, training and problem solving.

·         Answers telephone and e-mail messages in a timely manner.

Performed occasionally but critical to successful performance of the job:

·         Handles complaints received by letter or phone using organization’s Customer Service Standards.

Decision making and budget responsibilities (e.g. impact limited to the employee, entire unit or organization-wide):

·         Payroll responsibilities impact the organization.

Assigned direct reports (not limited to the ones listed). If not applicable, please enter N/A:

·         N/A

JOB SPECIFICATIONS

Education:

Required

·         N/A

Preferred

·         N/A

Experience:

Required

·         Minimum three (3) years of experience in all areas of payroll processing.

Preferred

·         N/A

Licenses, Certifications and/or Registrations:

Required

·         N/A

Preferred

·         N/A

Job Related Skills, Abilities and Behaviors:

Required

·         CREDIT CHECK REQUIRED – Any job offer for this position is contingent upon review of candidate’s credit history.

·         Knowledge of tax laws.

·         Possess strong analytical skills.

·         Proficient 10-key skill.

·         Demonstrates excellent telephone and interpersonal communication skills.

·         Develops solutions for various problems utilizing problem-solving skills.

·         Demonstrates excellent customer skills in dealing with both employees and managers.

·         Operates a personal computer using Word, Excel, and Lotus Notes in a proficient manner.

·         Demonstrates grammar, spelling and mathematical abilities.

·         Makes independent decisions and works without direct supervision.

·         Works in a highly confidential setting.

·         Demonstrates good organizational skills.

·         Demonstrates experience in working with multiple priorities, deadlines and under pressure.

·         Presents a professional image.

Preferred

·         Bilingual skills a plus.

Other:

Required

·         N/A

Preferred

·         N/A