Payroll Specialist

Working title: Payroll Specialist                                                                   

Division: Administration                                       

Program: Human Resources

Reports to: HR Manager 

FLSA status: Non-Exempt: Full-time

Schedule: Monday-Friday; 8am-5pm

Wage Range: $20.32 to $25.35 hourly; depending on number of years of transferrable experience and internal equity

RiverStone Health Overview:

Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do.  From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life.

Underlying principles of access, affordability, compassion and quality in all interactions, RiverStone Health improves life, health and safety for all of the communities we serve.

Human Resources Overview: 

The RiverStone Health Human Resources Department delivers innovative, specialized human resource services to help attract and retain a high performing, diverse workforce that creates a healthy work environment.  We provide a wide range of human resource management functions for all RiverStone Health departments and administer a comprehensive HRIS, Ultimate Kronos Group (UKG), in addition to providing a robust training program. We are all about changing the way government does things and being modern, building modern compensation practices, procedures, and audits that will support current and future workforce and ensure fair pay practices.

Job Summary:

The Payroll Specialist performs a variety of technical payroll duties for 450+ employees, as well as benefits administration in accordance with proper policies and procedures. This position provides guidance to employees on electronic time recording entries, time reporting system errors, and payroll related questions in accordance with RiverStone Health policies and procedures; processes employee changes and benefits administration; and other HR duties as needed.

Essential Functions/Major Duties and Responsibilities:  

A.   Payroll Specialist                                                                            60%

• Responsible for processing payroll for approximately 450 employees.

• Verify computer data entries of new employees and changes in existing employee files (Ultimate Kronos Group/UKG).

• Ensure proper employee setup in timesheet software (UKG).

• Process monthly billings to include health insurance, voluntary benefits, Health Savings Account, FLEX, retirement, life insurance, etc.

• Works closely with Fiscal on payroll reports, projects, and cost category creation.

• Verify validity and accuracy of accounting source documents such as payroll time records.

• Maintain employee deductions.

• Maintain ACA information in UKG.

• Prepare paper payroll checks.

• Terminate employee benefits upon termination of employment with the vendor.

• Review and implement changing tax laws.

• Process wage garnishments and notify employees of incoming garnishments.

• Send notice of employee termination to the Division of Child Support.

• Processing employee sick leave donations.

• Develop payroll procedures and audit controls.

• Verify adherence to policies and procedures as well as applicable laws and regulations for recording regular, vacation, sick, holiday and overtime hours; and retroactive, shift differential and on-call pay.

• Calculate vacation and sick leave payouts for terminations or employee status changes.

• Notify employees of vacation overages and processing vacation payout requests.

• Prepares and submits W-2’s and year-end reports to the IRS, Social Security Administration and Montana Department of Revenue, 941 quarterly reports, stat unemployment quarterly reports, year-end Affordable Care Act reporting forms, and a variety of routine and complex financial and statistical reports.

• Completion of employment verifications, including bank loans, child support, etc.

• Work with HR and Fiscal leadership and outside auditors on annual audit requests, reports, and inquiries.

• Complete special reports and other documentation as necessary.

• Respond to employees’ questions and comments in a courteous and timely manner.

B.   Benefits Services                                                                             35%

• Assists with managing all RiverStone Health benefits including vacation, sick leave, sick leave donations, and all other benefit plans. Is knowledgeable of Montana Code Annotated public employer directives.

• Assists with processing all annual benefits enrollments, new employee benefits and all benefit communications to Plan Administration (Yellowstone County) and appropriate benefit brokers.

• Assists with benefit communications and enhancement of employee benefit knowledge.

• Back-up to/assists with New Employee Orientation by presenting benefits and assisting employees to complete paperwork and electronic enrollment forms.

• Processes voluntary and involuntary terminations in UKG, prepares informational packets, etc.

• Assists with retirement report and reconciliation to ensure accurate billing and compliance with local, state and federal benefits statutes.

• Conducts regular UKG audits of employee data, benefit data, and related payroll data.

• Performs administrative duties and special projects as needed or assigned.

Non-Essential Functions/Other duties as assigned                            ≥5%

• Perform other duties as assigned in support of RiverStone Health’s mission and goals.

Education and Experience: 

Minimum Qualifications

• High school diploma with an emphasis on business or accounting.

• Considerable experience in payroll processing

• Specialized training in payroll law

• Experience in benefits and compensation administration

• 1 year experience with Montana wage and hour laws, electronic payroll systems and Microsoft Excel

• Any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Preferred Qualifications:

• Bachelor’s degree

• SHRM Certified Professional (CP) or HRCI Professional in Human Resources (PHR)

• Experience working in a customer service environment

Required Certificates, Licenses, Registrations:

• None

Knowledge, Skills, and Abilities: 

• Computer literacy, in Microsoft Office Suite.

• Knowledge of modern office procedures, practices and equipment.

• Ability to interact effectively with individuals at all levels of the organization.

• Ability to organize, prioritize and perform several projects at one time.

• Knowledge and understanding of the importance of confidentiality.

• High degree of detail-oriented skill level.

• Knowledge of benefit and compensation regulations.

• Ability to work collaboratively and maintain a positive work environment.

• Ability to communicate clearly and accurately with supervisors, and other RiverStone Health employees.

• Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality.

• Ability to understand and adhere to required administrative policies and procedures.

• Ability to be self-motivated.

Customer Service Excellence: 

• Provide Custer Service Excellence to RiverStone Health’s customers, including patients, clients, family members, visitors, medical staff, and co-workers.

• Doing things right the first time

• Making people feel welcome

• Showing respect for each customer

• Anticipating customer needs and concerns

• Keeping customers informed

• Helping and going the extra mile

• Responding quickly

• Protecting privacy and confidentiality

• Demonstrating proper telephone etiquette

• Taking responsibility for handling complaints

• Being professional

• Taking ownership of your attitude toward Service Excellence.

Supervision: 

• None

Physical Demands and Working Conditions:

• Work is mainly performed on a computer for up to 8 hours per day.

• Sitting, standing, bending, turning required.

• Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

• Frequent interaction with RiverStone employees.

Freedom to Act & Decision Making: 

• Work is structured by established HR, payroll and fiscal practices

• Decisions directly affect the quality of services provided to RiverStone Health staff, fiscal reporting, and RiverStone Health compliance with federal and state laws.

Communications & Networking: 

• Daily written and verbal communication with all RiverStone Health staff and supervisors.

• Work directly with other team members to provide quality internal customer service.

Budget & Resource Management: 

• Does not have direct budgetary authority but will work closely with HR leadership and CFO on all payroll related areas, including but not limited to bi-weekly payroll runs, taxes, benefits, employee Foundation contributions, etc.