HR Payroll Coordinator

General Purpose:

Implements human resources systems including effective staff recruitment and retention, benefits administration, human resources management programs, employee communication programs, training and compliance with applicable State and Federal laws. Responsible for assisting new employees by providing an orientation to the facility’s payroll and benefits policies and procedures. Coordinates the processing of payroll and ensures their accuracy.

Essential Job Functions:

This facility expects their employees to promote an atmosphere of teamwork with other employees and hospitality and comfort for its residents. Therefore, the following list of duties is not all-inclusive:

Pre-Employment Functions:

• Conduct short pre-screening interviews with all applicants to determine suitability for employment.
• Distribute employment applications as requested and refer applicants to proper department(s).
• Conduct reference checking, abuse registry checks, and certification/licensure checks (if applicable), prior to giving job offer.
• Conduct criminal background checks, as required, on all post-offer applicants.

Personnel File Maintenance/Benefit Administration:

• Prepare employee files for Orientation.
• Maintain accurate and current personnel files and logs.
• Maintain all employee benefit records
• Maintain, on a daily basis, a record of disciplinary action and work attendance, including call-ins, leave of absence, sick leave, FMLA leave, and Workers’ Compensation leave.
• Maintain a record of due dates for all performance evaluations and notify supervisors when evaluations are due.
• Assist with maintaining TB skin test and Hepatitis B shots due dates and notify supervisors when such items are due for their department. Maintain records in confidential files.
• Notify employees of end of 90-day probationary period and corresponding eligibility for benefits. Maintain current and accurate records of benefits eligibility.

Training:

• Coordinate and conduct new hire Orientation with employee follow-up.
• Assist with coordinating training for non-certified nursing assistants, as necessary.
• Assist with coordinating all full staff in-service education programs.
• Conduct full-staff in-service education programs as directed by Administrator.
• Assist with departmental in-service and training programs as directed by Administrator.
• Maintain records (sign in sheets, summary of in-service presented, and employee listing of in-services attended) for all in-service education, staff and departmental meetings.
• Coordinate all training programs that are held within the facility in accordance with this facility’s desire to emphasize training as a primary factor in providing top quality resident care.

Safety:

• Coordinate safety program and serve as chair of safety committee. Schedule and conduct monthly safety committee meetings, and document minutes of the meeting.
• Follow-up on all work related injuries and illnesses as directed by policy and procedure.
• Maintain OSHA log.

Payroll:

• Perform duties relative to the facility’s overall payroll function.
• Calculate payroll.
• Complete new hire forms and inputs into the payroll system.
• Input payroll changes (address changes, benefit deductions, etc.) in the payroll system.
• Ensure that garnishments are processed properly and timely.
• Review payroll for accuracy and distributes paychecks according to company policy.
• Keeps detailed records on wages paid and withheld.
• Completes payroll adjustment runs monthly, ensuring the accuracy and integrity of the adjustments.
• Prepare payroll checks in accordance with current pay periods to assure that employee checks are received on a timely basis.
• Receives and answers inquires from department heads and employees regarding paychecks, deductions, overtime, accruals and related matters.
• Maintain sick and vacation benefit accrual balances for employees.
• Maintain payroll files.
• Maintain I-9 forms. Responsible for completing appropriate employer sections of the I-9 forms. Verifies that employees are eligible for employment. Responsible for following up on work authorizations that expire.
• Ensure that all required posters and documents are posted in appropriate locations throughout the facility.
• Assist employees in acquiring uniforms and nametags, as needed

Other Duties:

• Mentors department supervisors on human resources issues and programs. (Exempt level)
• Interprets and provides guidance to management staff on employee relations matters ensuring that appropriate employment laws are being followed. (Exempt level)
• Analyze various HR metrics and make recommendations to improve efficiency, reduce costs, minimize risk and reinforce company objectives. (Exempt level)
• Conduct all exit interviews.
• Ensure that all required posters and documents are posted in appropriate locations throughout the facility.
• Ensure overall implementation of all corporate approved Human Resources programs and systems which will include but not be limited to: awards/incentive programs, benefit administration, HR related computer systems, etc.
• Be present as a silent witness at disciplinary action involving significant performance issues or potentially volatile situations.
• Attend job-related seminars and training programs as directed by Administrator.
• Attend in-service education programs in order to meet facility educational requirements.
• Be familiar with OSHA, Standard Precautions, Exposure Control Plan, Fire Drill and Evacuation Procedures and know how to use the information.
• Maintain confidentiality of resident and facility records/information.
• Protect residents from neglect, mistreatment, and abuse.
• Protect the personal property of the residents of the facility.
• Others as directed by the administrator.

Minimum Qualifications:

• Requires 2-4 years of experience in human resources at a nursing home or long-term care facility a must.
• HR certification (PHR, SHRM-CP, etc.) preferred.
• High school diploma or higher.
• Strong leadership and motivational skills.
• Excellent written and oral communication skills.
• Outstanding interpersonal skills with a high level of energy and enthusiasm.
• Organized and detailed in work performance.
• Good communication skills with excellent self-discipline and patience.
• Comply with the Residents’ Rights and Facility Policies and Procedures.