Payroll Cooordinator - Part-Time

Automatic Data Processing, Inc.; San Jose (CA); On-site; USD 25,000 - 32,000; Part time

Job summary

The Ridge Post Acute is seeking a Part-Time Payroll Coordinator to ensure accurate, timely payroll processing for facility employees. The role involves reviewing timecards, verifying hours, processing adjustments, and maintaining confidential payroll records in compliance with federal, state, and local laws.

Reporting to the Facility Administrator, you will collaborate with department heads to ensure employees are paid correctly and on time, while upholding confidentiality and accuracy in all

Qualifications

• High school graduate or equivalent.
• One year of payroll or accounts payable experience preferred; healthcare setting preferred.
• Familiarity with payroll software, electronic timekeeping systems, and Microsoft Excel is an advantage.

Responsibilities

• Process payroll accurately and within established deadlines.
• Review timecards, attendance, overtime, shift differentials, bonuses, and leaves.
• Assist with compliance with federal, state, and local payroll laws, and maintain records.

Skills

Payroll processing

Timekeeping

Confidentiality

Communication

Education

High school graduate or equivalent

Tools

Payroll software

Electronic timekeeping

Microsoft Excel

Job description

JOB DESCRIPTION: PART-TIME PAYROLL COORDINATOR

Department: Administration / Business Office
Reports To: Facility Administrator
Employment Status: Part-Time
FLSA Classification: Non-Exempt, subject to review based on actual job duties
Work Schedule: Part-time hours based on facility needs and payroll deadlines

ABOUT THE RIDGE POST ACUTE

At The Ridge Post Acute, our mission is to provide a life-changing experience to everyone who enters our doors. We are committed to delivering compassionate, personalized skilled nursing and rehabilitation services that support residents in regaining their independence and achieving their highest potential.

POSITION SUMMARY

The Part-Time Payroll Coordinator plays an important role in supporting The Ridge Post Acute’s mission by ensuring accurate, timely, and confidential payroll processing for facility employees. This position is responsible for reviewing employee timecards, verifying hours worked, processing payroll adjustments, maintaining accurate payroll records, and supporting compliance with applicable federal, California state, and local employment laws.

Reporting directly to the Facility Administrator, the Payroll Coordinator works with department heads and designated personnel to maintain payroll accuracy, support efficient facility operations, and ensure employees are paid correctly and on time. Attention to detail, confidentiality, organization, and accountability are essential to this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Payroll Processing

• Process payroll accurately and within established deadlines.
• Review timecards, attendance records, overtime, shift differentials, bonuses, paid leave, and other applicable earnings.
• Process approved pay rate changes, new hires, terminations, deductions, and direct deposit changes.
• Review payroll registers for accuracy and coordinate with the payroll provider to correct discrepancies.
• Ensure payroll adjustments are properly documented and authorized.

2. Timekeeping and Attendance

• Review timecards for missing punches, inaccurate entries, and unapproved hours.
• Follow up with department managers to obtain corrections and approvals before payroll deadlines.
• Review timekeeping records for nursing, dietary, housekeeping, laundry, maintenance, rehabilitation, activities, and other departments, as applicable.
• Monitor overtime and payroll variances and report recurring concerns to the Facility Administrator.

3. Compliance and Recordkeeping

• Assist with compliance with applicable federal, California state, and local payroll and wage and hour requirements, including overtime, meal and rest periods, and paid sick leave.
• Maintain accurate records of hours worked, wages paid, deductions, and leave balances.
• Maintain organized, confidential payroll files in accordance with applicable record-retention requirements.
• Assist with payroll audits and provide supporting documentation as requested.
• Report payroll discrepancies and potential compliance concerns to the Facility Administrator.

4. Reporting and Reconciliation

• Prepare payroll summaries, overtime reports, and departmental labor reports as requested.
• Reconcile payroll registers with timekeeping reports and approved employee records.
• Assist with payroll expense monitoring and labor cost reporting.
• Maintain supporting documentation and provide payroll reports to the Facility Administrator as requested.

5. General Responsibilities

• Protect confidential employee information, including Social Security numbers, banking information, compensation details, and personnel records.
• Follow facility policies, procedures, and standards of professional conduct.
• Collaborate with facility leadership, department heads, and outside payroll resources.
• Complete assigned duties within scheduled working hours and established deadlines.
• Perform other related duties as assigned by the Facility Administrator.

QUALIFICATIONS AND REQUIREMENTS

Education

High school graduate or equivalent required.

License

None required.

Work Experience

One year of payroll or accounts payable experience preferred. Experience in a skilled nursing facility, post-acute rehabilitation, long-term care, or another healthcare setting is preferred. Familiarity with payroll software, electronic timekeeping systems, and Microsoft Excel is an advantage.

Mathematical Skills:

Must be able to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals. Must be able to perform these operations using units of weight measurement and volume. Must also be able to review numerical data, calculate employee hours, and identify payroll discrepancies accurately.

Communication Skills:

Must demonstrate exceptional communication and customer service skills, professionalism, and empathy. Must be able to communicate effectively with patients, families, responsible parties, staff, and outside resources and agencies, as appropriate to the position.

WORK SCHEDULE

This is a part-time position. The Facility Administrator will establish the work schedule and number of hours based on operational needs and payroll processing requirements.

The Payroll Coordinator must complete assigned duties within scheduled working hours, meet established payroll deadlines, and communicate promptly regarding scheduling needs or time-sensitive payroll matters.