Payroll Specialist - Finance - Billings

The Payroll Specialist serves as a vital resource within the payroll team, ensuring accurate and timely processing of payroll while supporting the operational needs of Billings Clinic. This position acts as an advocate for managers and employees, providing guidance on payroll practices, policies, and procedures. The role includes conducting payroll orientation for new employees and managers, as well as facilitating informational sessions to enhance understanding of payroll processes.

The Payroll Specialist is responsible for the preparation, review, and auditing of payroll data to ensure compliance with federal and state regulations, while also addressing inquiries related to payroll deductions, wage rates, and tax information. This position actively identifies and implements process improvements, collaborates with Human Resources on employee status changes, and maintains thorough documentation to support payroll operations.

The Payroll Specialist exemplifies professionalism and teamwork, contributing to a culture of service excellence within the organization. Essential Job Functions

• Act as an advocate for Billings Clinic management and staff, communicating payroll policies, procedures, and guidelines.
• Respond to payroll-related inquiries, including questions about deductions, wage rates, tax information, and other payroll matters.
• Serve as a backup for the Payroll Training Specialist by assisting with payroll orientation sessions for new managers and supervisors.
• Present general payroll processing information to new employees during employee orientation and at departmental staff meetings.
• Participate in the interpretation and implementation of Billings Clinic pay practices, ensuring compliance with established policies and procedures. •Assist in identifying variances or issues with payroll processes and provide education to managers and staff on changes in pay practices.
• Review and audit payroll timesheets to ensure data accuracy and compliance with pay practices and the Fair Labor Standards Act (FLSA).
• Work closely with HR and department managers to resolve payroll discrepancies and errors in timesheet data.
• Manually calculate back pay or adjustments to base rates due to employee status changes or delayed performance appraisals.
• Coordinate with HR for the processing of paid time off and extended medical benefits for employees on leaves of absence.
• Review and correct timesheet edit reports during payroll processing to ensure completeness and accuracy.
• Perform periodic payroll audits to verify adherence to policies and provide feedback and training to managers and supervisors.
• Verify and process authorized payroll deductions, including those for dietary, gift shop, pharmacy, garnishments, and other miscellaneous deductions.
• Prepare payroll checks for employees who do not participate in direct deposit and manually calculate wages, taxes, and deductions as needed.
• Set up automatic time allocations in the payroll system and make corrections to historical labor distributions when necessary.
• Process contract labor and locum invoices by reconciling time records and finalizing payments, completing monthly accruals for unprocessed invoices.
• Investigate payroll issues and collaborate with HR or Operations Supervisors to resolve discrepancies or problems.
• Identify personal development goals, meet mandatory training requirements, and contribute to professional growth within the organization.