Payroll Coordinator

Archway Management; South Euclid (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

Archway Management in South Euclid, OH seeks a Payroll Specialist to oversee payroll for healthcare facilities across multiple states. The role emphasizes accuracy in processing, compliance with federal/state laws, and handling union-related items.

The ideal candidate has 3+ years of payroll experience, including multi-state and union environments, with strong Excel skills and familiarity with payroll systems. This full-time position requires confidentiality and meeting strict deadlines.

Qualifications

• 3+ years of hands-on payroll processing experience.
• At least 1 year of payroll experience in a union environment preferred.
• Experience with multi-state payroll preferred.
• Strong understanding of payroll taxes, deductions, garnishments, wage calculations, and payroll compliance.

Responsibilities

• Process bi-weekly payroll for 850+ employees accurately and on schedule.
• Manage daily hours for all facilities and review timesheets and bonus sheets.
• Input and manage direct deposits and payroll adjustments (401(k), HSA, garnishments, PTO, FMLA).
• Handle multi-state tax deductions and withholdings and union-related payroll items.

Skills

Payroll processing

Multi-state payroll

Union payroll experience

Attention to detail

Analytical thinking

Education

College degree in Business/Accounting

Tools

Excel

Payroll systems

Job description

Make an Impact Behind the Numbers as a Payroll Specialist in South Euclid, Ohio!

Are you a payroll professional who thrives on accuracy, organization, and solving complex payroll challenges? We’re looking for an experienced Payroll Specialist to oversee and direct payroll preparation and processing for numerous healthcare facilities across multiple states.

This is a high-impact role responsible for processing payroll, managing multi-state payroll requirements, taxes, garnishments, deductions, union-related items, and regulatory compliance alongside the Payroll Manager. If you have strong payroll expertise and experience working in a union environment, we’d love to hear from you.

Description Overview

The Payroll Specialist is responsible for overseeing and directing the preparation and processing of payroll for numerous healthcare facilities across multiple states, including the payment and reporting of taxes, garnishments, deductions, and other payroll-related obligations.

The ideal candidate is highly detail-oriented, organized, and comfortable managing complex payroll processes while maintaining strict confidentiality and compliance with company policies, collective bargaining agreements, and applicable state and federal regulations.

Key Responsibilities

Payroll Processing & Administration

• Process bi-weekly payroll for 850+ employees accurately and on schedule.

• Ensure accurate calculation of wages, overtime, deductions, tax withholdings, and company deductions.

• Manage daily hours for all facilities.

• Review timesheets, bonus sheets, and other payroll documentation to ensure all information is received, reviewed, and approved accurately and on time.

• Move hours and enter time for each facility as required.

• Input and manage direct deposits.

• Process payroll adjustments, including:

  • 401(k)

  • HSA

  • Garnishments

  • Terminations

  • PTO

  • Unpaid leaves of absence

  • FMLA

  • Other payroll adjustments as needed

• Enter required pay deductions involving multi-state tax deductions and withholdings.

• Process union-related payroll items, including union dues, COPE, fees, health and welfare contributions, shift differentials, attendance bonuses, and other applicable items.

• Establish and maintain appropriate employee tax handling and tax codes.

• Address employee payroll inquiries and resolve discrepancies promptly and professionally.

Payroll Tax & Compliance

• Ensure payroll practices comply with applicable federal, state, and local laws and regulations.

• Ensure proper governmental reporting and compliance for payroll tax reporting.

• Manage payroll tax payments and filing of required returns.

• Prepare monthly, quarterly, and annual payroll reports, including applicable tax reports.

• Manage third-party unemployment requirements.

• Maintain compliance with audit and tax requirements.

• Support internal and external payroll audits and provide required documentation.

• Ensure company policies and procedures are consistently followed.

Reporting & Reconciliation

• Generate and distribute payroll reports for internal use and provide reports to appropriate personnel.

• Review billings for accuracy and resolve discrepancies with carriers and third-party providers.

• Reconcile payroll-related information and investigate discrepancies.

• Maintain accurate and organized payroll records and documentation.

Year-End Payroll

• Manage year-end payroll processes.

• Prepare and coordinate distribution of W-2s and 1095-Cs.

• Assist with year-end reconciliations, reporting, and compliance requirements.

Administrative & Other Responsibilities

• Maintain accurate payroll files and documentation.

• Perform administrative duties associated with payroll, including filing, mailing, documentation, and recordkeeping.

• Maintain strict confidentiality of employee payroll and personal information.

• Perform other duties and responsibilities as assigned based on business and departmental needs.

Minimum Qualifications:

• 3+ years of hands-on payroll processing experience required.

• At least 1 year of payroll experience in a union environment preferred.

• Experience processing payroll for a large employee population preferred.

• Experience with multi-state payroll strongly preferred.

• Strong understanding of payroll taxes, deductions, garnishments, wage calculations, and payroll compliance.

• Familiarity with union dues, benefits, collective bargaining requirements, and other union payroll deductions preferred.

• Strong management, organizational, and leadership skills combined with the technical knowledge required for the position.

• Excellent verbal, written, and interpersonal communication skills for effective interaction with internal and external contacts.

• Exceptional attention to detail and accuracy.

• Strong analytical and problem-solving abilities.

• Ability to manage multiple priorities and meet strict payroll deadlines.

• Ability to handle confidential information with discretion and professionalism.

• Strong working knowledge of Microsoft Excel and payroll/timekeeping systems.

What We’re Looking For...

The ideal candidate is someone who understands the payroll process from start to finish and understands the importance of getting every detail right. You’ll need to be comfortable working with multiple facilities, states, employee classifications, tax requirements, benefit deductions, and union-related payroll items.

If you’re a detail‑woriented payroll professional who enjoys solving problems, supporting employees, and ensuring payroll runs smoothly and compliantly, this is an opportunity to make a meaningful impact.

Required Experience: 3+ years payroll processing

Preferred Experience: 1+ year in a union environment strongly preferred, but not required

Education: College degree in Business, Accounting, Finance, Human Resources, or related field