Payroll & Hr Coordinator

United Family Medicine is a Federally-Qualified Health Center in St. Paul, where patients receive community-based Family Practice medical care in addition to mental health, dentistry, social work and other integrated services. When joining UFM, you become part of a diverse, inclusive, and welcoming team who are dedicated to serving our patients and pursuing our mission to deliver excellent healthcare for all and training for the providers of tomorrow.

JOB SUMMARY:

The Payroll & HR Coordinator is responsible for the day-to-day payroll duties. In addition, they will be responsible for various aspects of HR administration including but not limited to recruitment, onboarding, credentialing, managing HRIS, etc. The payroll duties include but are not limited to processing full biweekly payroll, reconciling timesheets, detecting payroll issues, preparing payouts and off-cycle checks, and responding to payroll inquiries from employees. In concert with the Human Resources and Finance departments, the Payroll & HR Coordinator utilizes the implementation of key payroll, HR, and credentialing processes and systems designed to facilitate a superior work culture within the organization.

ESSENTIAL FUNCTIONS:

Payroll

• Prepare and submit a bi-weekly payroll cycle for employees through Paylocity.
• Process and monitor garnishment orders and other relatable legal issues that impact payroll.
• Collect and verify information on hours worked and pay codes available for each employee.
• Process overtime, bonuses, severances, payouts, and other extra pay.
• Maintain all payroll records in a professional manner.
• Approve, correct, and manage timesheets and reconcile any errors that are found.
• Access and analyze any retroactive calculations.
• Keep track and organize payroll spreadsheets that include new and changing wage information.
• Conduct regularly scheduled audits of payroll records to ensure continued accuracy.
• Respond to employee’s payroll inquiries.

Human Resources

• Utilize HR Information Systems (Paylocity HRIS) to maintain accurate and up-to-date employee records.
• Maintain confidential employee files, ensuring compliance with data protection and privacy regulations.
• Assess employee engagement and retention, and actively work to identify and analyze trends through stay/exit interviews and other employee surveys.
• Assists in the preparation of leave of absence materials and correctly verifies communication to employees. Translates leave of absence employees to payroll.
• Coordinate the staffing of open clinic staff and line positions including: online postings, screening candidates, facilitating interviews, checking references, generating offer letters and coordinating pre-employment screenings.
• Coordinate the on-boarding of new employees including: facilitating new hire paperwork, conduct background checks and I-9 verifications while ensuring compliance with federal, state, and local employment laws.
• Participate in orientation presentations as needed.

Credentialing

• Monitor staff compliance with credentials and licensing requirements.
• Advise staff on renewal procedures.
• In conjunction with 3rd party vendor verification, ensure submissions and terminations for provider’s credentials are completed in a timely manner.
• Keep records of licenses, credentials, and insurance contracts.

Other

• Performs other tasks as assigned.

SUPERVISORY RESPONSIBILITIES:

None

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent written and verbal communication abilities.
• Outstanding interpersonal skills.
• Understand the general payroll order process.
• Ability to work independently or on a team.
• Ability to work in a fast-paced clinic environment and prioritize assignments and tasks.
• Ability to maintain confidentiality regarding financial matters.
• Skills in identifying problems, problem solving and resolution.
• Demonstrate sound judgement and decision-making abilities.
• High attention to detail & accuracy.
• Familiarity with running reports.
• Ability to establish, be proactive, and maintain effective communication with other employees, departments, and 3rd parties.
• Working knowledge of multiple payroll disciplines, including compensation practices, employee relations, timesheet management, and federal and state respective employment laws.
• Ability to perform the job in accordance with United Family Medicine’s Standards of Business Conduct, which includes compliance, ethics and integrity, confidentiality, protection of assets and avoidance of conflicts of interest and inappropriate business relationships. Specifically, work processes that involve billing/collections practices for avoiding activities that constitute fraud and abuse.
• Previous experience working with Microsoft Office and Teams.

EDUCATION/EXPERIENCE:

• Bachelor’s degree in business, HR, or related field or equivalent combination of education and experience is required.
• A minimum of one year’s experience with processing payroll is required.
• A minimum of one year’s experience with credentialing is preferred.
• A minimum of one year’s experience working in or with HR is preferred.
• Experience with Paylocity is strongly preferred.
• Experience in a healthcare organization is strongly preferred.
• Experience building and maintaining relationships with diverse employee groups is preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

• CPS, CPP, PHR, or SHRM preferred.

PHYSICAL DEMANDS:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

WORK ENVIRONMENT:

Work is performed in a clinic office environment. Contact with staff, patients and outside agencies. Possible exposure to communicable disease and medical preparations common to clinic environment.

Beginning January 4, 2022, all job offers are conditioned on the candidate being fully vaccinated against COVID-19 with a vaccine authorized for emergency use or FDA-approved. A person is only considered “fully vaccinated” two weeks after receiving a single J&J vaccine or a second Pfizer or Moderna vaccine shot.

In addition, job offers made during flu season are conditioned on the candidate receiving the annual flu vaccination before their start date.

UFM is an equal opportunity employer.