What are the responsibilities and job description for the Payroll/HR Clerk position at Topaz Fiscal Services LLC?
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
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.
- 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.
- 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.
- 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.
- 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.