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Form of workJob Summary
The Payroll Specialist's primary job function is to prepare and produce an accurate payroll, maintain assigned general ledger accounts, administer the Employee Pension Plan, maintain compensation calculation worksheets, and act as primary contact and resource for payroll system users.
Job Specific Competencies
• ULTIPRO payroll system
o Process biweekly payroll
• Deduction calculation and entry
• Enter and maintain direct deposit information
• Review timecards and communicate with managers on discrepancies
• Review and balance various spreadsheets and reports.
• Update system from information on status forms.
• Calculate retroactive adjustments.
• Process requests for manual checks.
• Submit payroll files to bank for direct deposits.
• Knowledgeable on garnishment laws.
• Accounting and Bookkeeping
o Calculate and reconcile insurance and employee benefits
o Administer and reconcile retirement benefits
o Track and reconcile PTO plans
o Accurate and timely preparation and payment of all agency incentive programs.
o Oversee maintenance of Payroll related spreadsheets including but not limited to incentives, production, compensation, cafeteria plan benefits, garnishments, etc.
o Oversee accurate and timely preparation of all documents related to compensation.
o Prepare and/or assist with analyses as assigned by Supervisor, Controller, CFO and CEO.
o Prepare audit work papers as assigned.
o Prepare Compensation Reports at Year-End.
o Respond to inquiries from employees and physicians concerning payroll questions.
o Assist in reconciliation of various general ledger accounts.
o Process electronic data transfers as required.
o Responsible for biweekly, monthly, and quarterly tax payments and reconciliation.
o Provide information to departments for developing their departmental budgets.
o Prepare and send information to outside Agencies & Accounting Firm as requested.
o Assist with administration of Employee Benefit Management (self-insurance program).
o Track Continuing Education allowance usage of all providers.
• Perform other accounting duties as assigned.
o Act as Administrator and primary contact person for Payroll and Timekeeping software systems.
o Ensure coordination between Timekeeping, Payroll, and General Ledger software systems.
o Provide system education to all levels of staff.
o Maintain and audit all payroll deduction files. Prepare benefits, deductions and tax payment documentation including calculation of garnishments. Communicate and coordinate with outside organizations.
o Provide new staff orientation.
o Be a team member on cross-departmental teams as requested and identify opportunities for efficiency in processes and systems.
• General Duties and responsibilities
o Perform related assignments as requested in order to promote positive visitor, family, and co-worker relations.
o Communicate, cooperate and perform related duties with other co-workers in your department and in other departments in a courteous and efficient manner.
o Greet and address all visitors, families, co-workers, patients and physicians in a courteous, respectful, and professional manner at all times.
o Respond to all visitors, clients, families, and co-workers with empathy and positive interpersonal skills at all times.
o Assist co-workers without being asked.
o Display an unhurried and caring manner with visitors, families, and co-workers when performing duties.
o Maintain confidentiality of all clinical, physician related, and payroll information.
o Refrain from gossip and speak in low tones in all appropriate areas.
o Demonstrate a pleasing disposition and sensitivity to visitors, families, and co-worker needs.
o Handle all requests with a positive attitude at the time the request is made.
o Assume the responsibility for maintaining healthy interpersonal relationships with all those working or being cared for in the clinic.
o Demonstrate a commitment to providing the highest and most reliable quality service available on a daily basis.
o Strive for positive change in your work area. Cooperate with team members in a constructive and supportive manner.
o Be responsible for addressing inappropriate or unacceptable behavior on the part of a co-worker(s) in your department.
o Demonstrate sound work ethics, flexible, and shows dedication to the position and the community.
o Demonstrate Standards of Behavior and adhere to the Code of Conduct in all aspects of job performance at all times.
o Perform other duties as assigned by supervisor and other members of Leadership.
o Meet attendance standards, and work the hours necessary to perform the essential functions of the job.
o Follow all safety policies and general housekeeping practices. Ensure the area and its equipment and supplies are neat, clean, safe and utilized appropriately at all times, and participate in emergency drills.
o Keep customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
o Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with the CVCH mission statement through their actions and interactions with all patients, staff, and others.
o Conform to CVCH policies and Joint Commission and HIPAA regulations.
Job Specifications
• Education: BA or BS in Accounting preferred but not required. May consider experience for education.
• Certification/Licensure: Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) preferred but not required.
• Experience: Must have prior Payroll experience. 5 years Payroll/General Ledger experience preferred, preferably with a computerized payroll and financial accounting system. Medical field experience/background preferred.
• Essential Technical/Motor Skills: Competent with 10-Key operation by touch, proficient in Microsoft Word and Excel, and experience with computerized accounting software. MIP, UltiPro software experience preferred. Work requires the ability to read manuals, tax publications, financial statements, memorandum, reports, and general correspondence.
• Interpersonal Skills: Capable of working with minimal supervision. Ability to maintain effective working relationships with internal and external customers. Ability to work under pressure in a fast-paced environment. Strong attention to detail and ability to be work focused. Excellent customer service skills, ability to work in a collaborative team work environment. Strong interpersonal and communication skills, with the ability to work effectively with a wide range of customers (internal/external). Develop and maintain effective working relations with staff, managers, and the public. Able to work well independently, learn quickly and adjust work assignments in response to system changes.
• Essential Physical Requirements: This job is performed mostly in a typical inside, office environment. While performing the duties of this job, there is light physical effort; the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk; or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. There is light physical effort; repetitive motions of wrists, hands, standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, and pulling; frequent sitting; lifting and/or moving items weighing a minimum of 10 pounds (assistance is available as needed); ability to read forms and computer screens and to read correspondence and other documents. Long periods of sitting at a workstation and long hours looking at a computer screen.
• Essential Mental Abilities: Work requires the exercise of independent thinking within the limits of policies, standards, and precedents. Able to work with minimal supervision and make logical decisions based on facts, education and experience. Familiar with computerized accounting systems, strong organizational skills required. Strong analytical and problem solving skills with attention to detail. Work requires analysis and judgment in accomplishing diversified duties.
• Essential Sensory Requirements: Ability to: read computer keyboard, monitor, and documents; prepare and analyze documents; read extensively; hear, recognize, and assess information; receive and convey detailed information orally, by telephone and in person; convey accurate and detailed instructions by speaking to others in person and by telephone.
• Exposure to Hazards: Worker is subject to inside environmental conditions on a frequent basis with moderate/extreme noise.
Blood/Fluid Exposure Risk
Category III
• Tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visitor. Category I tasks are not a condition of employment.
Age Specific Competency
• Position does not involve patient care. Position will demonstrate general knowledge and skill to effectively communicate and provide safety measures to all life cycles.
Telecommuting:
• Position eligible for Partial Telecommuting.
Benefits
*Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays are prorated based on FTE
Benefit:
Coverage:
Effective:
Medical
Premera (Self Insured)
Preferred Provider
Employee covered - $50.00 per month
Dependents covered - please refer to the benefits Guide 2024 for rates
First of the month following the first date of employment.
Dental
Washington Dental
Employee covered - 100%
Dependents covered - 50%
First of the month following the first date of employment.
Paid Leave
120 hours - Year 1
136 hours - Year 2
Each year after that employee will accrue 8 hours of PTO each year, on their anniversary date, until they reach a maximum of 208 hours at 10+ years.
Paid Leave may be used immediately for sick leave and after 3 months employment for vacation. Maximum accrual cap of 320 hours; hours in excess of 320 hours will automatically transfer into the employees EIB.
Extended Illness Bank (EIB)
Allows for maximum accrual of 200 hours
PTO hours in excess of 320 will transfer into EIB. Employees are eligible to use EIB hours after at least 3 consecutive scheduled working days of PTO (max 24 hours) which have been used for a personal illness and/or a qualifying event under FMLA or the WA Family Care Act.
Holidays
88 hours related to:
• New Year's Day
• Memorial Day
• 4th of July
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
• 3 Diversity Days
Holidays are calculated as 8-hour days if full time, 1.0 FTE, and paid based on the calendar year (January 1 through December 31). Holiday hours will be added to the employee's timecard automatically. If an employee is part-time, as documented in our HR/Payroll system, Holiday hours will be pro-rated. If an employee starts after the calendar year has begun, holiday hours will be prorated based on remaining holidays in the calendar year and diversity days will be prorated as outlined below:
• Jan 1- April 30: 3 diversity days (24 hours if 1.0 FTE)
• May 1 - August 31: 2 diversity days (16 hours if 1.0 FTE)
• Sept 1 - Dec 31: 1 diversity day (8 hours if 1.0 FTE)
Please refer to the Paid Leave policy for additional details.
403(b) Retirement Plan
Lincoln Financial
150% CVCH match up to 3% of the employee's contribution
Immediately. Vesting schedule:
20% at 2 years, 50% at 3 years, 60% at 4 years, and 100% at 5 years.
Employee Assistance Program
Mutual of Omaha
Free short-term counseling for employee and family
Immediately. Call 800-316-2796
Long-term Disability
Mutual of Omaha
Employee Only (variable)
First of the month following the first date of employment.
Benefit:
Coverage:
Effective:
Basic Term Life
Mutual of Omaha
Employee Only (1x annual salary, up to $200,000)
First of the month following the first date of employment.
Group Accidental Death and Dismemberment (AD&D)
Mutual of Omaha
Employee Only (1x annual salary, up to $200,000)
First of the month following the first date of employment.
Supplemental Term Life
Mutual of Omaha
Employee / Spouse / Dependent(s)
First of the month following the first date of employment.
Voluntary AD&D
Mutual of Omaha
Employee / Family
First of the month following the first date of employment.
Health Reimbursement Arrangement
RedQuote
Reimbursement for out of pocket expenses for services received at CVCH (medical, dental, and prescription) by employees and their dependents enrolled in our medical plan. Up to $750 per family per year.
First of the month following the first date of employment.
Flex Plan: Medical
RedQuote
Flex Plan: Maximum $3,200 per year
Direct Deposit available
First of the month following the first date of employment.
Flex Plan: Dependent Care
RedQuote
Flex Plan: Maximum $5,000 per year
Direct Deposit available
First of the month following the first date of employment.
AFLAC
Supplemental insurance - cafeteria plan
First of the month following the first date of employment.
Wellness Stipend
CVCH will reimburse staff up to $30 per month for a local gym membership
OR
CVCH will reimburse up to $150 per year for a subscription type workout program service (i.e.: Beachbody on Demand, Les Mills, etc.)
Immediately. Once employee has submitted invoice to HR/Payroll department.
Cell Phone Discounts
Discounted monthly access fees
Discoun...
The Payroll Specialist's primary job function is to prepare and produce an accurate payroll, maintain assigned general ledger accounts, administer the Employee Pension Plan, maintain compensation calculation worksheets, and act as primary contact and resource for payroll system users.
Job Specific Competencies
• ULTIPRO payroll system
o Process biweekly payroll
• Deduction calculation and entry
• Enter and maintain direct deposit information
• Review timecards and communicate with managers on discrepancies
• Review and balance various spreadsheets and reports.
• Update system from information on status forms.
• Calculate retroactive adjustments.
• Process requests for manual checks.
• Submit payroll files to bank for direct deposits.
• Knowledgeable on garnishment laws.
• Accounting and Bookkeeping
o Calculate and reconcile insurance and employee benefits
o Administer and reconcile retirement benefits
o Track and reconcile PTO plans
o Accurate and timely preparation and payment of all agency incentive programs.
o Oversee maintenance of Payroll related spreadsheets including but not limited to incentives, production, compensation, cafeteria plan benefits, garnishments, etc.
o Oversee accurate and timely preparation of all documents related to compensation.
o Prepare and/or assist with analyses as assigned by Supervisor, Controller, CFO and CEO.
o Prepare audit work papers as assigned.
o Prepare Compensation Reports at Year-End.
o Respond to inquiries from employees and physicians concerning payroll questions.
o Assist in reconciliation of various general ledger accounts.
o Process electronic data transfers as required.
o Responsible for biweekly, monthly, and quarterly tax payments and reconciliation.
o Provide information to departments for developing their departmental budgets.
o Prepare and send information to outside Agencies & Accounting Firm as requested.
o Assist with administration of Employee Benefit Management (self-insurance program).
o Track Continuing Education allowance usage of all providers.
• Perform other accounting duties as assigned.
o Act as Administrator and primary contact person for Payroll and Timekeeping software systems.
o Ensure coordination between Timekeeping, Payroll, and General Ledger software systems.
o Provide system education to all levels of staff.
o Maintain and audit all payroll deduction files. Prepare benefits, deductions and tax payment documentation including calculation of garnishments. Communicate and coordinate with outside organizations.
o Provide new staff orientation.
o Be a team member on cross-departmental teams as requested and identify opportunities for efficiency in processes and systems.
• General Duties and responsibilities
o Perform related assignments as requested in order to promote positive visitor, family, and co-worker relations.
o Communicate, cooperate and perform related duties with other co-workers in your department and in other departments in a courteous and efficient manner.
o Greet and address all visitors, families, co-workers, patients and physicians in a courteous, respectful, and professional manner at all times.
o Respond to all visitors, clients, families, and co-workers with empathy and positive interpersonal skills at all times.
o Assist co-workers without being asked.
o Display an unhurried and caring manner with visitors, families, and co-workers when performing duties.
o Maintain confidentiality of all clinical, physician related, and payroll information.
o Refrain from gossip and speak in low tones in all appropriate areas.
o Demonstrate a pleasing disposition and sensitivity to visitors, families, and co-worker needs.
o Handle all requests with a positive attitude at the time the request is made.
o Assume the responsibility for maintaining healthy interpersonal relationships with all those working or being cared for in the clinic.
o Demonstrate a commitment to providing the highest and most reliable quality service available on a daily basis.
o Strive for positive change in your work area. Cooperate with team members in a constructive and supportive manner.
o Be responsible for addressing inappropriate or unacceptable behavior on the part of a co-worker(s) in your department.
o Demonstrate sound work ethics, flexible, and shows dedication to the position and the community.
o Demonstrate Standards of Behavior and adhere to the Code of Conduct in all aspects of job performance at all times.
o Perform other duties as assigned by supervisor and other members of Leadership.
o Meet attendance standards, and work the hours necessary to perform the essential functions of the job.
o Follow all safety policies and general housekeeping practices. Ensure the area and its equipment and supplies are neat, clean, safe and utilized appropriately at all times, and participate in emergency drills.
o Keep customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
o Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with the CVCH mission statement through their actions and interactions with all patients, staff, and others.
o Conform to CVCH policies and Joint Commission and HIPAA regulations.
Job Specifications
• Education: BA or BS in Accounting preferred but not required. May consider experience for education.
• Certification/Licensure: Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) preferred but not required.
• Experience: Must have prior Payroll experience. 5 years Payroll/General Ledger experience preferred, preferably with a computerized payroll and financial accounting system. Medical field experience/background preferred.
• Essential Technical/Motor Skills: Competent with 10-Key operation by touch, proficient in Microsoft Word and Excel, and experience with computerized accounting software. MIP, UltiPro software experience preferred. Work requires the ability to read manuals, tax publications, financial statements, memorandum, reports, and general correspondence.
• Interpersonal Skills: Capable of working with minimal supervision. Ability to maintain effective working relationships with internal and external customers. Ability to work under pressure in a fast-paced environment. Strong attention to detail and ability to be work focused. Excellent customer service skills, ability to work in a collaborative team work environment. Strong interpersonal and communication skills, with the ability to work effectively with a wide range of customers (internal/external). Develop and maintain effective working relations with staff, managers, and the public. Able to work well independently, learn quickly and adjust work assignments in response to system changes.
• Essential Physical Requirements: This job is performed mostly in a typical inside, office environment. While performing the duties of this job, there is light physical effort; the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk; or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. There is light physical effort; repetitive motions of wrists, hands, standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, and pulling; frequent sitting; lifting and/or moving items weighing a minimum of 10 pounds (assistance is available as needed); ability to read forms and computer screens and to read correspondence and other documents. Long periods of sitting at a workstation and long hours looking at a computer screen.
• Essential Mental Abilities: Work requires the exercise of independent thinking within the limits of policies, standards, and precedents. Able to work with minimal supervision and make logical decisions based on facts, education and experience. Familiar with computerized accounting systems, strong organizational skills required. Strong analytical and problem solving skills with attention to detail. Work requires analysis and judgment in accomplishing diversified duties.
• Essential Sensory Requirements: Ability to: read computer keyboard, monitor, and documents; prepare and analyze documents; read extensively; hear, recognize, and assess information; receive and convey detailed information orally, by telephone and in person; convey accurate and detailed instructions by speaking to others in person and by telephone.
• Exposure to Hazards: Worker is subject to inside environmental conditions on a frequent basis with moderate/extreme noise.
Blood/Fluid Exposure Risk
Category III
• Tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visitor. Category I tasks are not a condition of employment.
Age Specific Competency
• Position does not involve patient care. Position will demonstrate general knowledge and skill to effectively communicate and provide safety measures to all life cycles.
Telecommuting:
• Position eligible for Partial Telecommuting.
Benefits
*Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays are prorated based on FTE
Benefit:
Coverage:
Effective:
Medical
Premera (Self Insured)
Preferred Provider
Employee covered - $50.00 per month
Dependents covered - please refer to the benefits Guide 2024 for rates
First of the month following the first date of employment.
Dental
Washington Dental
Employee covered - 100%
Dependents covered - 50%
First of the month following the first date of employment.
Paid Leave
120 hours - Year 1
136 hours - Year 2
Each year after that employee will accrue 8 hours of PTO each year, on their anniversary date, until they reach a maximum of 208 hours at 10+ years.
Paid Leave may be used immediately for sick leave and after 3 months employment for vacation. Maximum accrual cap of 320 hours; hours in excess of 320 hours will automatically transfer into the employees EIB.
Extended Illness Bank (EIB)
Allows for maximum accrual of 200 hours
PTO hours in excess of 320 will transfer into EIB. Employees are eligible to use EIB hours after at least 3 consecutive scheduled working days of PTO (max 24 hours) which have been used for a personal illness and/or a qualifying event under FMLA or the WA Family Care Act.
Holidays
88 hours related to:
• New Year's Day
• Memorial Day
• 4th of July
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
• 3 Diversity Days
Holidays are calculated as 8-hour days if full time, 1.0 FTE, and paid based on the calendar year (January 1 through December 31). Holiday hours will be added to the employee's timecard automatically. If an employee is part-time, as documented in our HR/Payroll system, Holiday hours will be pro-rated. If an employee starts after the calendar year has begun, holiday hours will be prorated based on remaining holidays in the calendar year and diversity days will be prorated as outlined below:
• Jan 1- April 30: 3 diversity days (24 hours if 1.0 FTE)
• May 1 - August 31: 2 diversity days (16 hours if 1.0 FTE)
• Sept 1 - Dec 31: 1 diversity day (8 hours if 1.0 FTE)
Please refer to the Paid Leave policy for additional details.
403(b) Retirement Plan
Lincoln Financial
150% CVCH match up to 3% of the employee's contribution
Immediately. Vesting schedule:
20% at 2 years, 50% at 3 years, 60% at 4 years, and 100% at 5 years.
Employee Assistance Program
Mutual of Omaha
Free short-term counseling for employee and family
Immediately. Call 800-316-2796
Long-term Disability
Mutual of Omaha
Employee Only (variable)
First of the month following the first date of employment.
Benefit:
Coverage:
Effective:
Basic Term Life
Mutual of Omaha
Employee Only (1x annual salary, up to $200,000)
First of the month following the first date of employment.
Group Accidental Death and Dismemberment (AD&D)
Mutual of Omaha
Employee Only (1x annual salary, up to $200,000)
First of the month following the first date of employment.
Supplemental Term Life
Mutual of Omaha
Employee / Spouse / Dependent(s)
First of the month following the first date of employment.
Voluntary AD&D
Mutual of Omaha
Employee / Family
First of the month following the first date of employment.
Health Reimbursement Arrangement
RedQuote
Reimbursement for out of pocket expenses for services received at CVCH (medical, dental, and prescription) by employees and their dependents enrolled in our medical plan. Up to $750 per family per year.
First of the month following the first date of employment.
Flex Plan: Medical
RedQuote
Flex Plan: Maximum $3,200 per year
Direct Deposit available
First of the month following the first date of employment.
Flex Plan: Dependent Care
RedQuote
Flex Plan: Maximum $5,000 per year
Direct Deposit available
First of the month following the first date of employment.
AFLAC
Supplemental insurance - cafeteria plan
First of the month following the first date of employment.
Wellness Stipend
CVCH will reimburse staff up to $30 per month for a local gym membership
OR
CVCH will reimburse up to $150 per year for a subscription type workout program service (i.e.: Beachbody on Demand, Les Mills, etc.)
Immediately. Once employee has submitted invoice to HR/Payroll department.
Cell Phone Discounts
Discounted monthly access fees
Discoun...
