JOB DESCRIPTION

Payroll/AP Coordinator

Administration Department

FLSA Classification: Non-Exempt

Reports to: Administrator

Overview of the Position:

The Payroll/AP Coordinator is responsible to ensure implementation of required labor laws, perform all aspects of payroll, benefits, workers compensation and accounts payable, and maintain accurate employee files.  

Every effort has been made to identify the essential functions of this position.  However, this 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 this position.

Essential Job Functions:

• Advertise for available positions for the facility as directed by the Administrator

• Maintain employee applications on file as required

• Assist with the scheduling and interviewing of applicants for employment

• Work with the Director of Staff Development to maintain current, complete personnel record for each employee which includes but is not limited to:  copy of current license or certification, if applicable; health examinations and tests; performance evaluation; payroll status

• Ensure employee files are secured and available only to authorized personnel

• Maintain payroll records on a daily basis

• Check time cards and time & attendance system on a daily basis for accuracy and correct any discrepancies

• Keys information into computer systems, including payroll system and internet applications

• Process on a semi-monthly basis, a complete, accurate payroll transmittal 

• Process accurate termination check requests

• Ensure all payroll procedures are followed

• Process payroll changes, including wage increases with proper approval, W4, employee personal data, etc.

• Ensure that COBRA, Health, Dental, FSA, 401(k), Supplemental Benefits, Garnishment procedures are followed which includes Union dues and Credit Union, if applicable

• Prepare wage statement and calculate average weekly wage according to procedure for Workers’ Compensation when requested

• Orient new employees to personnel policies, obtain signature of employee on required forms for employment and provide written information required by law, i.e., Workers’ Compensation, in coordination with the Director of Staff Development.  Follow procedures for obtaining and maintaining I-9 forms and proper forms of identification

• Schedule timely employee evaluation, submit to supervisor for completion and insure return of completed evaluation

• Notify Administrator and supervisors promptly of any personnel problems which includes but is not limited to:  excessive absenteeism, clocking in late or out early, excessive overtime, non-compliance with dress code

• Maintains current employee phone records for emergency/disaster situations

• Processes invoices in the AP system after getting appropriate department head coding and approval

• Practice infection control policies and procedures of the facility

• Practice safety policies and procedures of the facility

• React appropriately to emergencies and disaster situations

• Attend in-service education and staff meetings as required

• Be courteous, considerate and cooperative when communicating with all facility staff, residents and public

• Promote and maintain good public relations on behalf of the facility

• Regular attendance and dependability

Job Functions:

• Demonstrate knowledge of, and respect for, the rights, dignity and individuality of each resident in all interactions

• Appreciates the importance of maintaining confidentiality of resident and facility information

• Demonstrate honesty and integrity at all times in the care and use of resident and facility property

• Ability to read, speak and understand English, follow directions and complete the assigned responsibilities of the department

• Must be able to key information into computer systems

• Ability to use 10 key calculator, typewriter, computer and photocopier

• Possess organizational, mathematical and communication skills

• Maintain a neat, clean, well-groomed appearance

• Other duties as assigned 

Physical Capacities:   (With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.

• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.

• Must meet the general health requirements set forth by the policies of this facility which includes an annual TB screening and physical examination. 

• Must be able to sit for extended periods of time.

• Must be able to lift and carry up to 25 pounds.  

• Must be able to cope with the mental and emotional stress of the position.

Qualifications/Requirements:

Education:         High School graduate or equivalent 

License:         None Required

Work Experience:    1 year of payroll or accounts payable background preferred

Language Skills:

• Must be able to read, analyze, and interpret common scientific and technical information, and to be easily understood through verbal communication in the English language.  

Mathematical Skills:

• Must be able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to perform these operations using units of weight measurement, and volume.

Communication Skills:

• Must have exceptional communication and customer service skills, and be empathetic.  

• Ability to effectively communicate with patients, families, responsible parties, staff and outside resources and agencies.  

Environmental Conditions:

Primarily inside work, normal temperatures, some noise, occasional fumes/odors, chemical exposure and potential exposure to bloodborne pathogens.

This job cannot be performed without exposure to the stresses associated with an intimate, 24 hour skilled care environment that delivers care and services primarily to disabled and cognitively impaired residents in an aging population.  Examples of these stresses include, but are not limited to: emergency health or safety response, weekend and holiday duty, unusual or impaired behavior by residents, family reactions to having a loved one in a nursing home, death and dying, oversight of state surveyors, ombudsmen and federal officials, presence of consultants and attorneys, and variable involvement of medical staff.

HIPAA is a law that must be followed by all healthcare personnel at every level.  This position is a Mandated Reporter regarding the suspicion of elder abuse and may have access to Protected Health Information (PHI).