Payroll Specialist

Calibre Post Acute; Las Cruces (NM); On-site; USD 40,000 - 60,000; Full time

Job summary

Vivage is seeking a Payroll Associate to administer payroll and support HR functions in a long-term care setting. You will ensure payroll accuracy, maintain confidential payroll records, and collaborate with HR to manage onboarding, benefits, and regulatory compliance.

The role includes processing timesheets, PBJ data, and wage verifications, with a focus on accuracy and confidentiality in a healthcare environment. Equal opportunity employer.

Qualifications

• Education: high school diploma or GED; AA in Business Administration preferred.
• 3 years payroll experience preferred; 2 years HR practitioner preferred.
• HRIS and payroll experience preferred.
• Must maintain confidentiality and integrity; knowledge of payroll laws.

Responsibilities

• Administer and perform payroll functions per regulations.
• Maintain confidential payroll files.
• Process PCNs, verify pay amounts and hours.
• Assist HR duties including onboarding, benefits, safety.
• Prepare payroll reports and respond to payroll inquiries.

Skills

Computer basics

Payroll tax laws

Confidentiality

Nursing facility regulations

Care for elderly

Office equipment

Word processing

Spreadsheets

Administrative procedures

Education

High school diploma or GED

AA in Business Administration preferred

Tools

Paylocity

Job description

Are you a person who believes in providing great care? Do you believe in having a positive impact on other people's lives? Are you a team-player, quick-thinker, and ready to be a part of an organization that supports your growth?

WHAT WE'RE ABOUT

We believe care goes beyond a medical chart. With kindness and integrity as our guide, we strive for excellence in every interaction.

Requirements:

• You care.

OVERVIEW OF THE ROLE/JOB

The primary responsibility of the Payroll Associate is to administer and perform payroll functions to the facility following the current federal, state and local standards, guidelines and regulations that govern long term care and assisted living facilities. The Payroll Associate is delegated the administrative authority, responsibility, and accountability necessary for carrying out the assigned duties. In addition to these responsibilities, you will be assisting with other human resource duties that include supporting the human resource function following current federal, state and local standards, guidelines and regulations that govern long term care and assisted living facilities. You are entrusted to assure that quality personnel are interviewed, trained and employed.

KEY RESPONSIBILITIES: Payroll

• Establish and maintain confidential community payroll files in accordance with state and federal regulations
• Process community PCNs each pay period
• Verify pay amounts, hours of work, deductions, etc
• Prepare manual checks as needed
• Process and approve positive pay
• Notify corporate employees (through the termination email list) of community terminations
• Process garnishments and pay advances
• Maintain deduction and authorization records for each employee
• Submit payroll for processing within assigned time frames
• Respond to community questions related to established payroll processes and procedures
• Retain appropriate W-2 and W-4 Tax Records
• Collaborate with HR to maintain ACA records in Paylocity
• Review benefit and other pay deductions each pay period
• Process and upload 401(k) contributions and loan deductions as needed
• Prepare payroll reports as needed (including Quarterly Average Hours Reporting)
• Process and provide monthly bank reconciliations to Accounting Department
• Upload, verify and submit quarterly Payroll Based Journal (PBJ) data
• Process timesheets and time edit forms for community HR employees on a timely basis
• Provide employment and income verifications as needed
• Work closely with internal customers to process payroll according to company policy
• Demonstrate a passion for caring as evidenced by interaction with co-workers, residents, families, and visitors
• Complete special projects and other duties as requested

KEY RESPONSIBILITIES: Human Resource Associate

• Check applications and references of prospective employees and arrange interviews with department managers
• Conduct new hire onboarding in conjunction with department leaders, including but not limited to: collecting new hire data and forms, reference checks, I-9 completion, PCN completion, file set up, orientation facilitation, background checks, review of personnel policies, procedures, payroll questions, safety regulations, etc

• Process all newly hired personnel information
• Educate employees on benefit programs; attend required training offered by corporate to stay abreast of changes; coordinate open enrollment meetings
• Responsibility for web benefit processing
• Must become familiar with and maintain employee information in online benefit and HRIS system
• Assist in the processing of employee evaluations

• Implement and maintain an adequate personnel record filing system
• Keep department managers informed of changes in personnel matters
• Enter/Edit time records in Paylocity when time edit forms are submitted
• Assist with risk management and safety programs
• Assist with Worker Compensation claims and may coordinate work between employees and the insurance carrier

• Ensure that the facility is in compliance with current applicable federal and state employment regulations (as directed by Vivage)
• Maintain confidentiality of all pertinent employee information
• Assist department managers with staffing of their departments, eliminating/correcting problem areas, and improvement of services
• Communicate policies and procedures to personnel, residents, visitors, etc
• Provide public information (i.e., verification of employment, wages, etc) in accordance with current laws and community policy

• Demonstrate a passion for caring as evidenced by interaction with co-workers, residents, families, and visitors
• Attend required training offered by Vivage to stay abreast of changes
• May assist with the payroll function
• Must be able to communicate personnel policies, procedures, regulations, reports, etc. to staff members and government agencies/personnel
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into exiting practices

• Perform all other duties, as assigned

SKILLS AND KNOWLEDGE:

• Must have basic computer knowledge
• Understanding of payroll and payroll tax laws
• Must maintain confidentiality and integrity
• Must be knowledgeable of laws, regulations, and guidelines pertaining to nursing facility administrative procedures
• Must demonstrate the knowledge and skills necessary to provide care appropriate to the age-related needs of the residents served
• Must be knowledgeable of computer systems, system applications, and other office equipment
• Must possess intermediate word processing and spreadsheet application skills
• General knowledge of administrative practices and procedures
• Must be knowledgeable of computer systems, system applications, and other office equipment

EDUCATION AND EXPERIENCE:

• Education: Must possess, as a minimum, a high school diploma or GED (AA Degree in Business Administration preferred but not necessary)
• Experience: 3 years of payroll experience preferred
• Two years' experience as an HR practitioner is preferred
• HRIS and payroll experience preferred

Job training: how long it usually takes to competently perform this job when the incumbent has the minimum knowledge, skills, and abilities, work experience and/or education: up to 6 months

WORK ENVIRONMENT:

• Majority of time spent in an office environment that is heated and/or air-conditioned
• Position requires some exposure to facilities, which involves exposure to health care environment
• Works in all areas of the building
• Communicates with personnel, facility staff, and other department supervisors
• Moves intermittently during working hours
• Is subject to frequent interruptions
• Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances
• Works beyond normal duty hours, on weekends, and in other positions temporarily, when necessary and approved

PHYSICAL AND SENSORY REQUIREMENTS:

• Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility

• Must possess sight/hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met
• Must be able to push, pull, move, and /or lift a maximum of 25 pounds
• May be necessary to assist in the evacuation of residents during emergency situations

OTHER:

• We are an Equal Opportunity Employer

It must be understood that this job description in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related to or is a logical assignment to the position.