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Payroll Specialist

IHA
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POSITION DESCRIPTION:
The Payroll Specialist is directly responsible for accurately processing bi-weekly payroll for the assigned pay group, performing routine audit work, and other duties as assigned.
 
 
ESSENTIAL JOB FUNCTIONS:
  1. Audits all Personnel Change Notice and New Employee Notification documents submitted and processed by IHA Human Resources (on at least a weekly basis); identifies, corrects and properly documents errors.
  2. Processes all incoming payroll items accurately and in a timely manner, to include reimbursements, retro-active payments, benefit adjustments and any other payroll processing prior to payroll submission to vendor.
  3. 403(b) changes are processed upon receipt of updated vendor file; to include addition of new loans, establishing goals, bi-weekly deduction set up; closes paid loans; updates 403(b) withholding amounts.
  4. Accurately processes all incoming payroll garnishments in a timely manner and according to IHA's Payroll process; ensures accurate calculation of garnishment deduction, notifies employee of deduction, seeks guidance on complex garnishment matters, ensures that all legal requirements are met and by established deadlines.
  5. Reviews incoming pension error report, ensures correction are made in a timely manner based on issue reported.
  6. Conducts routine payroll audits to ensure accuracy of goals in payroll system, PTO accrual accuracy and other audits as necessary.
  7. Communicates with payroll vendor by submitting service requests when processing or other issues affecting payroll are identified, follows up with payroll vendor on outstanding SR's to ensure a timely resolution; advances issues with vendor to manager for assistance.
  8. Supports additional payroll functions to include pulling and forwarding reports, updating files on IHA Intranet; reviewing stale dated check status weekly and ensures they are voided; properly processing voided checks; supports document filing, shredding and confidential disposition of documents as needed.
  9. Responds to all payroll questions from staff, providers and managers in a timely and customer service oriented manner; researches issues, provides regular updates on issue resolution until completion; ensures that all questions and resolution are documented.
  10. Ensures that all requests for payroll reporting from Trinity payroll, pension department or other relevant departments are provided promptly, accurately, and in the format requested.
  11. Serves as a back-up to the Time and Audit Specialist role.
  12. Performs other duties as assigned.
 
 
ORGANIZATIONAL EXPECTATIONS:
  1. Creates a positive, professional, service-oriented work environment by supporting the IHA CARES mission and core values statement.
  2. Must be able to work effectively as a member of the Finance team.
  3. Successfully completes IHA's "The Customer" training and adheres to IHA's standard of promptly providing a high level of service and respect to internal or external customers.
  4. Maintains knowledge of and complies with IHA standards, policies and procedures, including IHA's Employee Handbook and IHA Payroll.
  5. Maintains general knowledge of IHA office services and in the use of all relevant office equipment, computer, and manual systems.
  6. Serves as a role model, by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
  7. Uses resources efficiently.
 
 
MEASURED BY:
Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.
 
 
ESSENTIAL QUALIFICATIONS:
EDUCATION: Associates Degree in Accounting or equivalent combination of education and experience.
CREDENTIALS/LICENSURE: Certified Payroll Professional (CPP) preferred.
MINIMUM EXPERIENCE: 3 or more years' work experience directly supporting the payroll function for at least a mid-size company, with healthcare payroll experience strongly preferred.
 
 
POSITION REQUIREMENTS (ABILITIES & SKILLS):
  1. Knowledge of legal requirements and reporting regulations affecting payroll functions.
  2. Proficiency in multi-tasking and meeting sensitive deadlines in a fast-paced environment with a personal commitment to producing the highest quality work and providing extraordinary customer service; demonstrated ability to effectively follow through on assigned projects.
  3. Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Microsoft Word and Excel, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
  4. Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people for training purposes.
  5. Ability to work collaboratively in a team-oriented environment; courteous, professional and friendly demeanor.
  6. Ability to work effectively with various levels of organizational members and external contacts.
  7. Good organizational and time management skills to effectively juggle multiple priorities and time constraints in a fast-paced environment.
  8. Ability to exercise sound judgment and problem-solving skills.
  9. Ability to maintain any organizational information in a confidential manner.
  10. Successful completion of IHA competency-based program within introductory and training period.
 
 
MINIMUM PHYSICAL EXPECTATIONS:
  1. Physical activity that often requires keyboarding, filing and phone work.
  2. Physical activity that often requires extensive time working on a computer and sitting.
  3. Physical activity that sometimes requires walking, bending, stooping, reaching, and/or twisting.      
  4. Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
  5. Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.
  6. Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
  7. Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.
 
 
MINIMUM ENVIRONMENTAL EXPECTATIONS:
This job operates between working in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.