OSO HOME CARE, INC.

HUMAN RESOURCES & PAYROLL COORDINATOR

POSITION SUMMARY

Oso Home Care, Inc., a specialty home infusion healthcare organization providing pharmacy, nursing, and ambulatory infusion services, is seeking a highly experienced, detail-oriented Human Resources & Payroll Coordinator to manage the company's biweekly payroll processing through Paycor while providing comprehensive administrative and operational support to the Human Resources Manager.

This position requires a seasoned payroll professional with strong knowledge of California wage-and-hour laws, complex payroll calculations, timekeeping systems, and payroll compliance.

Oso Home Care employs full-time, part-time, and per diem employees with varying compensation structures, including hourly, salaried, and piece-rate compensation. Payroll processing involves multiple departments and Ambulatory Infusion Centers (AICs), requiring careful coordination, reconciliation, and verification of employee compensation.

Accurate and timely payroll processing is a critical responsibility of this position. The successful candidate must demonstrate exceptional attention to detail, accountability, confidentiality, and the ability to independently manage payroll deadlines while collaborating with department managers, Human Resources, and Finance.

Previous experience in healthcare, particularly home infusion pharmacy, home health, specialty pharmacy, or ambulatory infusion services, is strongly preferred.

In addition to payroll responsibilities, this position supports the Human Resources Manager with personnel administration, employee records, compliance tracking, recruiting, onboarding, leave administration, performance reviews, and other essential HR functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Payroll Administration & Paycor Processing

• Independently coordinate, prepare, review, reconcile, and process accurate biweekly payroll using Paycor.

• Manage payroll processing for full-time, part-time, per diem, hourly, salaried, and piece-rate employees.

• Review employee timecards, compensation codes, payroll entries, adjustments, and supporting documentation for accuracy and completeness.

• Work closely with department managers and supervisors to verify employee hours, overtime, meal periods, missed punches, and payroll discrepancies before payroll submission.

• Review and validate overtime calculations, including applicable California daily and weekly overtime requirements.

• Review meal period compliance, meal waivers, meal premium payments, and other wage-and-hour requirements.

• Verify proper calculation and payment of piece-rate compensation, including applicable nonproductive time, rest and recovery periods, overtime, and other legally required compensation.

• Review and reconcile per diem compensation based on applicable pay arrangements, completed assignments, visits, or services.

• Verify correct payroll coding for employees working across multiple departments, job classifications, locations, and Ambulatory Infusion Centers.

• Process and reconcile approved mileage reimbursements, employee stipends, on-call compensation, bonuses, and other supplemental payments.

• Review employee tax withholding information, work locations, applicable payroll taxes, and authorized deductions for accuracy.

• Verify paid time off, sick leave, holiday pay, and other applicable paid leave balances and payments.

• Process approved payroll changes, compensation adjustments, new hires, terminations, and other employment status changes.

• Identify, research, and resolve payroll discrepancies before payroll submission whenever possible.

• Prepare payroll reports, reconciliation records, and supporting documentation for review by Human Resources and Finance.

• Coordinate payroll approvals and ensure all established payroll deadlines are consistently met.

• Assist with payroll corrections, off-cycle payments, and final pay processing in accordance with applicable requirements.

• Maintain accurate, organized, and confidential payroll records.

• Coordinate with Paycor representatives and internal departments to troubleshoot payroll system issues and improve payroll accuracy and efficiency.

2. Piece-Rate Payroll & Employee Coding Education

• Maintain a thorough understanding of Oso Home Care's compensation structures, particularly those applicable to per diem clinical employees and employees compensated through piece-rate arrangements.

• Review and verify appropriate payroll codes for nursing visits, infusion services, AIC assignments, and other applicable compensable activities.

• Coordinate with nursing leadership, AIC managers, and other department supervisors to validate completed services and compensation entries.

• Identify discrepancies between recorded services, timekeeping records, and payroll calculations.

• Educate employees on proper Paycor timekeeping procedures, job codes, compensation categories, and payroll reporting requirements.

• Provide clear explanations to employees regarding how different compensation codes affect their pay.

• Assist employees in understanding their earnings statements, including piece-rate payments, overtime, meal premiums, mileage reimbursements, and stipends.

• Develop and maintain written payroll coding instructions and reference materials to promote consistent reporting.

• Reinforce employee responsibility for reviewing timecards and reporting discrepancies promptly.

• Collaborate with Human Resources and department management to establish consistent payroll practices and reduce recurring errors.

3. Payroll Compliance, Accuracy & Internal Controls

• Maintain working knowledge of California payroll requirements, including overtime, meal and rest periods, piece-rate compensation, paid sick leave, wage statements, and final pay requirements.

• Monitor payroll practices for compliance with applicable federal and California wage-and-hour laws.

• Review timekeeping exceptions, meal period violations, and applicable premium payments.

• Verify that required employee compensation is accurately reflected in payroll records.

• Maintain appropriate payroll documentation and audit trails.

• Identify payroll inconsistencies and communicate concerns promptly to the Human Resources Manager and Finance.

• Support payroll audits, reconciliations, and internal compliance reviews.

• Recommend improvements to payroll procedures, internal controls, and employee education.

• Ensure payroll information is handled with the highest level of confidentiality and professionalism.

4. Personnel Records & HR Documentation

• Maintain accurate, complete, organized, and confidential employee personnel records.

• Conduct routine personnel file audits to identify missing, incomplete, or expired documentation.

• Maintain HR tracking logs, spreadsheets, and administrative records.

• Assist with processing employee status changes, including changes in position, department, supervisor, compensation, and employment status.

• Ensure personnel documents are properly completed, filed, and maintained.

• Protect confidential employee and company information.

5. Employee Training & Compliance Tracking

• Track employee orientation, annual in-service training, required certifications, and continuing education documentation.

• Monitor training completion deadlines and follow up with employees and managers.

• Maintain accurate training records and supporting documentation.

• Assist the Human Resources Manager with preparing documentation for internal audits, accreditation surveys, and compliance reviews.

• Coordinate outstanding training requirements with department leadership.

6. Performance Review Administration

• Maintain the employee performance review tracking system.

• Monitor upcoming and overdue performance evaluations.

• Notify managers of outstanding evaluations and follow up to ensure timely completion.

• Assist with distributing, collecting, and filing performance review documentation.

• Maintain accurate evaluation records.

7. Leave Administration Support

• Provide administrative support for employee leaves of absence under the direction of the Human Resources Manager.

• Track leave documentation, certification deadlines, extensions, and anticipated return-to-work dates.

• Assist with maintaining records related to FMLA, CFRA, Pregnancy Disability Leave, and other applicable leave programs.

• Follow up with employees regarding outstanding documentation as directed.

• Maintain organized and confidential leave records.

• Coordinate approved leave information with payroll to support accurate compensation and benefit administration.

8. Recruiting & Onboarding

• Assist with candidate communication, interview scheduling, and recruiting coordination.

• Coordinate pre-employment documentation, reference checks, background authorizations, and other hiring requirements.

• Collect and review new-hire paperwork for completeness and accuracy.

• Assist with coordinating employee orientation and onboarding activities.

• Communicate with department managers regarding employee start dates and onboarding requirements.

• Ensure new employees receive appropriate Paycor registration, timekeeping, and payroll coding instructions.

• Verify that new-hire payroll information is entered accurately and timely.

• Track required employee acknowledgments, orientation documents, and training completion.

9. General Human Resources Support

• Provide ongoing administrative and operational support to the Human Resources Manager.

• Respond to routine employee and manager inquiries concerning HR policies, payroll procedures, and employment documentation.

• Assist with employee status changes, separations, and related documentation.

• Prepare HR correspondence, reports, forms, spreadsheets, and tracking documents.

• Coordinate with Human Resources, Finance, Nursing, Pharmacy, Intake, Reimbursement, and other departments as necessary.

• Support special HR projects, internal audits, accreditation preparation, and process improvement initiatives.

• Maintain professionalism, discretion, and confidentiality in all employee-related matters.

• Perform other related duties as assigned.

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required.

• Associate degree or higher in Human Resources, Accounting, Business Administration, Healthcare Administration, or a related field preferred.

• Minimum 3–5 years of hands-on payroll processing experience required, preferably involving complex payroll structures and California employees.

• Demonstrated experience independently processing biweekly payroll.

• Paycor payroll and timekeeping experience strongly preferred.

• Experience processing piece-rate, per diem, multiple-rate, or other nontraditional compensation arrangements strongly preferred.

• Strong knowledge of California wage-and-hour laws and payroll compliance requirements required.

• Experience reviewing overtime, meal premiums, payroll deductions, reimbursements, and payroll taxes required.

• Previous Human Resources administrative experience preferred.

• Previous experience in the healthcare industry, particularly home infusion pharmacy, home health, specialty pharmacy, ambulatory infusion centers (AICs), or related healthcare services, is strongly preferred.

• Familiarity with healthcare payroll practices, including per diem clinical employees, nursing visit compensation, piece-rate pay structures, and multi-location operations, is highly desirable.

• Experience working with multiple departments, cost centers, or work locations preferred.

Knowledge, Skills & Abilities

• Exceptional attention to detail and commitment to payroll accuracy.

• Ability to independently manage complex payroll processes and strict deadlines.

• Strong analytical, mathematical, and reconciliation skills.

• Thorough understanding of payroll coding, timekeeping, and compensation calculations.

• Ability to identify discrepancies and resolve payroll issues effectively.

• Strong organizational skills and ability to prioritize multiple responsibilities.

• Excellent written and verbal communication skills.

• Ability to clearly explain payroll codes, compensation structures, and timekeeping requirements to employees and managers.

• Strong proficiency in Microsoft Excel, Outlook, and Word.

• Ability to maintain accurate records and produce detailed payroll reports.

• Sound judgment when handling confidential employee and compensation information.

• Ability to collaborate effectively with Human Resources, Finance, department managers, and employees.

• Dependable, accountable, and committed to timely completion of assigned responsibilities.

• Ability to work independently while recognizing when issues require management review or approval.

WORK ENVIRONMENT

This position operates primarily in a professional office environment within a specialty home infusion healthcare organization.

The employee works closely with Human Resources, Finance, Nursing, Pharmacy, Intake, and Ambulatory Infusion Center personnel across multiple locations.

The position requires consistent availability during established biweekly payroll processing periods, strong organizational skills, and the ability to manage time-sensitive assignments.

POSITION EXPECTATIONS

The Human Resources & Payroll Coordinator is expected to demonstrate a high level of accuracy, dependability, accountability, and professionalism.

Oso Home Care considers accurate and timely employee compensation an essential organizational responsibility. Employees depend on the company to ensure their wages are calculated correctly and paid on schedule.

The individual selected for this position must take ownership of the payroll process, proactively identify discrepancies, communicate effectively with department leadership, and ensure payroll is thoroughly reviewed before submission.

In addition, the position must provide reliable, organized, and responsive administrative support to the Human Resources Manager to promote efficient HR operations and ongoing regulatory compliance.