Payroll/HR Clerk

Position Summary

The Payroll/HR Clerk supports the daily human resources, timekeeping, and payroll-related functions of the nursing facility. This position ensures accurate employee records, assists employees with Payroll and HR matters, and coordinates with the facility’s financial back-office team as needed to ensure accurate and timely bi-weekly payroll processing.

Essential Duties & Responsibilities

Payroll & Timekeeping Support

• Review timecards and payroll registers prior to payroll to ensure accuracy in punches, missed/incorrect entries, overtime, shift differentials, and bonus eligibility.
• Correct or escalate timekeeping errors and ensure supervisors approve hours in a timely manner.
• Prepare payroll-related updates, adjustments, and supporting documentation as needed for processing.
• Assist employees with timeclock issues, direct-deposit changes, W-4 updates, and paystub questions.
• Maintain confidentiality of all HR and payroll information.
• Perform other related duties as assigned to support the HR, payroll, or administrative functions of the facility.
  
  
  

Human Resources Support

• Manage new-hire onboarding, including collecting required documentation, completing Form I-9, verifying licenses/certifications, entering employees into Empeon, and then adding them to KChecks.
• Maintain up-to-date and compliant personnel files.
• Track employee credentials (CNA/LPN/RN licenses), required health documents, in-services, and annual evaluations; notify department heads of upcoming expirations.
• Process employee status changes (hires, terminations, rate changes, leaves of absence, promotions).
• Process benefits life events and assist employees with benefits questions.
• Assist with general HR inquiries and direct employees to appropriate resources when needed.
• Help coordinate recruitment tasks such as scheduling interviews and following up with applicants.
• Support new-hire orientation and coordinate first-day onboarding.
  
  
  

Benefits, Leave Administration & Employee Billing

• Assist with annual open enrollment for health benefits and semi-annual 401(k) enrollment periods.
• Track leave-of-absence activity (FMLA, disability, workers’ compensation, personal leave, etc.).
• Bill employees on leave for their benefit premiums; track payments and follow up on delinquencies.
• Maintain updated benefits-related documentation in employee files.
  
  
  

Compliance, Records & Reporting

• Maintain HR logs (orientation, in-services, TB/PPD, annual physicals, credential tracking, disciplinary actions, etc.).
• Support monthly/quarterly facility reporting requirements, including PBJ.
• Ensure compliance with facility policies and applicable employment laws.
• Maintain accurate vacation and sick time balances and communicate discrepancies to supervisors.
  
  
  

Qualifications

• Prior experience in HR, payroll, or office administration; healthcare or long-term-care experience strongly preferred.
• Proficiency with timekeeping programs and HRIS.
• Strong organizational abilities and high attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong communication and customer-service skills.
• Proficient in Microsoft Excel, Word, and standard office applications.