Payroll Specialist

SUMMARY STATEMENT:

The Payroll Specialist ensures the full-cycle processing of bi-weekly multi-state payroll for 700 employees across affordable housing facilities. This role ensures compliance with applicable laws and regulations, manages payroll records, performs audits, and provides exceptional support to both internal and external clients.

TYPICAL DUTIES AND RESPONSIBILITIES:

• • Enter/Import Payroll Data:

    • Prepare, enter, and verify payroll data for bi-weekly processing across multiple states for non-exempt/exempt employees.
    • Use NOVAtime to create payroll export files for assigned facilities.
  • Ensure Accuracy of Time Data:

    • Review for missed punches and meals, remove duplicate requests for time off, and correct any time requested in error.
    • Verify and correct any time discrepancies before payroll submission.
  • Generate Payroll Funding & Manual Checks:

    • Prepare payroll funding transfers for approval.
    • Generate and distribute off-cycle manual checks as necessary for employees.
  • Maintain Employee Records:
    • Administer employee records in the payroll system (e.g., benefit plan setup, PTO accruals, onboarding new hires).
    • Make necessary updates and changes in employee records as per policy and procedure.

• • Pre-Transmission Audits:

    • Perform audits to ensure terminated employees are not paid.
    • Check for duplicate payments and ensure no employee is overpaid (verify total hours are within limits).
  • Timecard Audits:

    • Conduct periodic timecard audits across assigned facilities to ensure compliance with wage and hour laws.
    • Review submitted timesheets to ensure proper adjustments are made.
  • Terminated Employee Audit:

    • Monitor and ensure terminated employees are excluded from payroll processing.
  • Biometric Forms & Compliance Reports:
    • Ensure biometric forms are obtained for each employee in IL, TX, and WA.

• • Monthly Reports:

    • Prepare and submit the monthly health insurance report to the Budget Department.
    • Prepare and forward workers' compensation hours report to the Legal Department.
    • Generate and forward PTO reports to the Accounting Department.
    • Prepare and send the service coordinator report to the Service Coordinator Manager.
  • Missed Punch Reports:

    • Audit missed punch reports, ensuring the reports are accurate, and forward them to the Operations Department.
  • Termination Reports:

    • Create terminated employee reports and forward them to the HR and IT departments for processing.
  • Guardian Vision Claims:
    • Process and forward Guardian Vision claims invoices to Accounts Payable for payment.

• • External Auditor Requests:

    • Gather and provide requested payroll data for external auditors regarding assigned facilities.
  • Employment Verification:
    • Complete employment verification requests for employees as needed.

• • Facility Staff Training:

    • Train assigned facility staff on payroll procedures, new processes, or updates to existing processes.
    • Provide payroll training to new facility managers on processing and submitting payroll, including review of state-specific payroll laws.

EDUCATION AND EXPERIENCE REQUIRED:

• Education:
• High School Diploma required; Associate Degree preferred.
• Experience:
• Minimum of 3 years of payroll processing experience in a multi-state environment.
• Software Proficiency:
• Ascentis/NOVAtime: Time and Attendance System expertise.
• UKG Payroll Pro: Payroll software proficiency.
• Microsoft Office Suite: Advanced skills in Excel (Pivot Tables & VLOOKUP), Word, and Outlook.

KEY COMPETENCIES:

• Attention to Detail: Ensure payroll data and all associated records are accurate.
• Problem-Solving: Resolve payroll discrepancies and issues quickly and efficiently.
• Communication Skills: Clear and effective communication with employees, management, and external auditors.
• Technical Skills: Advanced proficiency in payroll software, Microsoft Excel, and other tools.
• Time Management: Effectively manage time to meet tight payroll deadlines.

COMPENSATION:

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered non-exempt (Full-Time, 40 Hours/Week) and may be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $30.29 to $37.50 per hour.

BENEFITS:

• Competitive pay
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance

Employees working less than 30 hours per week are not eligible for RHF benefits unless otherwise specified under applicable state or federal laws. Eligibility for specific benefits may vary depending on the position, work schedule, and location in accordance with federal and state labor laws.

Why RHF?

At RHF, we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive, regardless of age or background. With over 50 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization that focuses on the well-being, independence, and dignity of every resident we serve. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve lives—because at RHF, we believe in making every day better for those who need it most.

Salary : $30 - $38