Payroll Supervisor/Administrator

Job Description

Job DescriptionOrganizational Description

The Community Health Center Network (CHCN), sister organization to the Alameda Health Consortium, is made up of the eight federally qualified community health centers in Alameda County. CHCN functions as the managed care MSO for our health centers, contracting with the Alameda Alliance for Health. To help our health centers meet their missions of providing the best possible care to their communities, we also provide a broad range of training, technical assistance, quality improvement, information technology, and data analytic services.

Position Title: Payroll Supervisor/Administrator

Salary Range: $37.27/hr. to $44.91/hr.

Department: Finance – General Accounting

Reports To: Controller

Classification: Non-Exempt

Status: Full-Time Regular

Candidate must be willing to have primary residence in California. For licensing and tax purposes, we are unable to hire candidates residing outside of the state of California starting on the date of hire.

POSITION SUMMARY

Under the direction of the Controller, the Payroll Supervisor/Administrator is responsible for managing the payroll unit’s daily operations and ensuring that accurate and timely payrolls are processed for all employees in a timely and efficient manner. This position will lead, guide, and work closely with payroll staff, ADP, and HR department, oversee payroll processing, oversee payroll balance sheet accounts reconciliation and reporting, benefit administration, and will be responsible for ensuring compliance with relevant laws and tax obligations, and maintaining accurate payroll records. The Payroll Supervisor/Administrator will lead and process payroll transactions, coordinate timekeeping systems, oversee payroll changes and system upgrades, supervise, review the work, and coach payroll staff, liaise with auditors for payroll and tax audits, collaborate with HR and accounting teams, maintain accurate records, assist with CHCN new systems’ implementation and integration projects, and resolve payroll-related issues. This role requires a detail-oriented professional with strong accounting and analytical skills and a commitment to upholding the financial stewardship and mission of our organization.

ESSENTIAL POSITION RESULTS

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may perform other duties as assigned.

• Manage payroll operations for all employees, ensuring integrity of payroll systems/processes, and the timely, accurate delivery of pay to personnel. Advise Controller and CFO of critical payroll issues.

• Collaborate with HR and other departments to ensure accurate employee data updates, such as new hires, terminations, salary changes, payroll benefit deductions, and other master data changes are reflected in the payroll systems in accordance with set standards.
• Manage the day-to-day operations of the payroll unit, including the review and approval of bi-weekly and off cycle payrolls for all employees.

• Provides training to supervisors and employees on payroll procedures and on our timesheet system.
• Review and verify all payroll inputs, including timesheets, salary adjustments, benefits deductions to ensure accuracy and compliance with company policies before payroll processing, and provide training and support to personnel, and address employees’ internal payroll inquiries and escalations as needed.
• Oversee, review, and verify payroll and benefit journal entries and bills, reconcile and review payroll liability accounts (taxes, benefits, garnishments, 403b… etc.) and investigate and resolve payroll-related variances in GL. Overseeing and reviewing balance sheet accounts reconciliation and reporting for payroll and benefits, and must serve as a liaison with year-end audit and schedule preparation, and ensure all financial transactions are recorded accurately and in accordance with GAAP.

• Review payroll and approve benefit vendors’ invoices for all benefit charges and ensure benefit deductions and contributions have been properly transmitted to/from the vendor’s system to the payroll system and investigate discrepancies between payroll deductions and vendor invoices. Reconcile with payroll records at both employee and company level.
• Audit employees’ benefit deductions on a regular basis to ensure the correct rates, deductions, and elections are in place. On a timely basis, audit and adjust employees benefit YTD contributions and deductions to ensure benefit deductions in payroll align with HR records and ADP processing, and that the limit has not exceeded for the current year.
• Ensure agency compliance with data privacy; confidentiality; IRS; FLSA; workers compensation; evaluation requirements; and state, local, and agency regulations and reporting requirements.
• Act as a liaison between all the 3rd parties including but not limited to HR, Legal, Accounting, Treasury, FP&A, tax filing services, 403b, benefits, commissions, expense reporting and equity administrators, ensuring the reporting, accuracy, timeliness, and compliance of all transactions.

• Working knowledge in the preparation, filing, and reviewing of payroll tax and other requisite forms.
• Manage payroll compliance with applicable federal and state regulations, including registering with appropriate state taxing agencies to deposit payroll taxes in states where we do not maintain offices.
• Ensure regulatory compliance for labor legislation, salary ordinances, etc. and adjust the overall strategic plan according to industry best-practices and the changing industry regulations/laws and recommend and implement payroll guidelines in line with agency standards and expectations and develop policies and procedures. Draft and review payroll policies and procedures and provide trainings to staff accordingly.
• Prepare financial reports for internal management, including BOD & Finance Committee Meeting (FCM), Executives Committee, and external agencies.
• Manage internal and external audits for Retirement Plan, Workers Compensation, benefit plans, internal controls, Social Security, etc. Ensure relevant procedures, work papers, and other supporting documents are maintained and up to date.

HIPAA Designated Access

“For the purposes of the job duties of this position, the person in this position requires access only to the following HIPAA protected information data sets”

1. MSO Membership

2. MSO Claims

3. MSO Referral/Auth

4. MSO Capitation

5. Data Warehouse

6. Chart Audit/QI

7. Disease Registry

SUPERVISORY RESPONSIBILITIES

Yes

MINIMUM QUALIFICATIONS

Competencies

• Ability to perform tasks and responsibilities in a complete and timely manner while complying with agency policies and standards.
• Ability to communicate clearly.
• Ability to work independently as well as to work cooperatively with other agency personnel, as well as diverse social and economic communities.
• Ability to work under pressure.
• Able to work independently and manage multiple priorities.
• Understanding of community health centers.

Essential Requirements

• B.S. degree Accounting, Finance, or other business-related fields is required.
• Certified Payroll Professional (CPP), Payroll Compliance Professional (PCP), and other similar certifications are preferred.
• Minimum three to five years in US payroll and ADP experience is required.

• Proficiency in accounting and payroll software, Microsoft Office Suite, and must be proficient in MS Excel skills, including VLOOKUP and pivot tables.

• Strong knowledge of payroll principles, policies and procedures, best practices, and laws, including federal, provincial, state, and local regulations.

• Strong communication skills and can effectively communicate complex payroll information to employees and stakeholders.
• Strong analytical and critical thinking skills, with the ability to identify errors, resolve discrepancies, and recommend solutions.
• Ability to work with confidential information and maintain strict confidentiality.

CERTIFICATES AND/OR LICENSES

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is frequently required to stand, walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKING CONDITIONS AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to an inside environment.

The Community Health Center Network is an Equal Opportunity Employer.