Healthcare Finance Specialist - Payroll Specialist

We are currently hiring a Healthcare Finance Specialist! If you are dependable, possess payroll experience and strong attention to detail, willingness to learn, and value being part of a team that makes a difference, you may be the right person for the position! Apply today!

Classification: NON-EXEMPT | Status & Location: Full Time, Monday - Friday, generally 8am to 5pm, Pacific Time

Salary: $23.78-$28.02/hourly | Location: Coos Bay | Department: Finance | Reports to: Controller

Supervision Exercised: Non-Supervisory

Job Purpose: Finance Specialist

The primary objective of this role is to offer comprehensive assistance to the Finance department's audit initiatives and Coordinated Care Organization (CCO) spending programs. Additionally, this position serves as a dependable backup for diverse finance functions, including accounts payable (AP), and credit card checkouts.

Qualifications, Education, & Experience

• Minimum High School Diploma or GED; associate or bachelor’s degree in related field, experience in lieu of education will be considered
• Three to five years’ experience in a fast-paced finance, accounting, or payroll department
• Experience with financial administrative, fiscal record keeping, and auditing procedures
• Accounting or auditing certification strongly preferred, or willing to obtain
  
  

Essential Responsibilities: Spending Programs, Auditing Support, and Special Projects

• Collaborate with cross-functional teams to track spending program budgets, ensuring adherence to financial guidelines and objectives
• Monitor and track spending activities, maintaining accurate records of expenses, allocations, and variances for reporting and analysis
• Review and approve spending requests, ensuring compliance with established policies, and obtaining necessary authorizations
• Prepare regular and ad hoc spending reports
• Payroll Cost Share
• Prepares biweekly payroll processing including proper payroll deductions for taxes, benefits, and other deductions
• Enters, maintains, and processes information in accounting and payroll systems
• Coordinate with payroll processing company to ensure processing of federal and state payroll tax deposits
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices
• Establish and maintain employee payroll records
• Process deposits
• Process voided checks, vendor refunds and returned checks as necessary
• Posted Scheduled Claims Payments in Accounting Software
• Prepare Monthly Capitation
• As directed, approve all electronic payments
• Verify accounts payable, proper coding of payments, and other related financial reporting
• Process incoming email inquiries or route to the appropriate Finance position
• Order office supplies bi-weekly
• Post state payments
• Collaborate with internal and external auditors during audits, providing necessary documentation, explanations, and assistance
• Perform other ad hoc finance-related tasks and projects as assigned by the Controller or CFO
• Provide backup coverage for AP and Credit Card Checkouts, analyze and resolve issues or challenges that arise while performing backup roles, maintain accurate records of tasks performed, outcomes achieved while filling in for backup roles, play a pivotal role during unexpected events by stepping into backup roles to ensure continuity of operations
• Maintains timely and accurate required records, reports, and files to ensure adherence to GAAP within accounting department
• Maintain Quickbook backup schedule
• Prepare Pregnancy Notices
• Participate in quality and organizational process improvement activities and teams when requested
• Ensure compliance with company policies and procedures as applicable to area(s) of responsibility
• Handle confidential information and materials appropriately and maintain a secure work area
• Other duties as assigned
  
  

Essential Responsibilities: ORGANIZATIONAL TEAM MEMBER

• Participate in quality and organizational process improvement activities when requested
• Support and contribute to effective safety, quality, and risk management efforts by adhering to established policies and procedures, maintaining a safe environment, promoting accident prevention, and identifying and reporting potential liabilities
• Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner
• Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization
• Provide excellent customer service to all internal and external customers, which includes team members, members, students, visitors, and vendors, by consistently exceeding the customer’s expectations
• Recognize new developments and remain current in care management and coordination best practice standards and anticipate organizational modifications
• Advance personal knowledge base by pursuing continuing education to enhance professional competence
• Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards
• Represent organization at meetings and conferences as applicable
  
  

Knowledge, Skills, & Abilities

• Understanding of auditing principles, procedures, and standards, and budgeting and financial planning concepts
• Familiarity with relevant regulatory frameworks and compliance requirements
• Knowledge of financial reporting and documentation standards
• Proficiency in using auditing software and tools
• Data analysis and interpretation skills
• Attention to detail and accuracy in reviewing financial records
• Analytical thinking and problem-solving capabilities
• Time management and adaptability to meet audit deadlines and other requirements
• Awareness of compliance and regulations related to CCO spending programs
• Project management for coordinating spending initiatives
• Multitasking to handle primary and backup role duties
• Task prioritization and time management
• Flexibility to switch between primary and backup roles seamlessly
• Problem-solving to address challenges in the absence of primary role holders
• Team collaboration and willingness to assist colleagues
• Ability to maintain confidentiality and ethical conduct
• Ability to leverage financial software and tools to facilitate spending tracking, analysis, and reporting, optimizing data accuracy and accessibility
• Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
• Proficient in Microsoft Office Suite and Windows Operating System (OS)
• Training in or awareness of Health Literacy, Poverty Informed, Systemic Oppression, language access and the use of healthcare interpreters, uses of data to drive health equity, Cultural Awareness, Trauma-Informed Care, Adverse Childhood Experiences (ACEs), Culturally and Linguistically Appropriate Service (CLAS) Standards, and universal access
• Knowledge and understanding of how the positions’ responsibilities contribute to the department and company goals and mission
• Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
• Awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practices
• Excellent people skills and friendly demeanor
• Critical thinking skills of using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Attention to detail and organization skills
• Ability to handle stress and sensitive situations effectively while projecting a professional attitude
• Ability to communicate professionally, both conversing and written
• Ability to work with diverse populations and interact with people of differing personalities and backgrounds
• Sensitive to economic considerations, human needs and aware of how one’s actions may affect others
• Ability to organize and work in a sensitive manner with people from other cultures
• Poised; maintains composure and sense of purpose
  
  

Working Conditions

This position must have the ability to remain in a stationary position, occasionally move about inside the office to access office machinery, printer, etc., frequently communicate and exchange accurate information.

Work Condition: Onsite

Employee generally works within the interior of an office. Employee may travel locally and be responsible for own transportation. Out of area travel may be required on occasion. Hours of operations and specific staff scheduling may vary based on operational need. The office environment is clean with a comfortable temperature and moderate noise level.

Exposed to: Cold/heat controls, close contact with employees and the public in office environment.

Machines, equipment, tools, and supplies used: Constantly operates a computer or other office productivity machinery, such as postage machine, fax, copier, calculator, multi-line telephone system, scanner

May answer a high volume of telephone calls, complete documentation, and use computer programs to either obtain or record information.

Multiple Duties: Must be able to work under conditions of frequent interruption and be able to stay on task.

Other Information

This job description is intended to provide only basic guidelines for meeting job requirements. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of DOCS Management Services employees. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.