Payroll Administrator at Welia Health – Mora, Minnesota

Department: Finance
Reports To: Finance Manager

SUMMARY
This position is responsible for supporting Welia Health's payroll operations and systems by processing payroll, ensuring compliance with law and tax regulations, maintaining accurate employee records, and maintaining the payroll system.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Calculate and process payable hours, lump sum payments, tax withholdings and deductions for all employed staff in a timely manner; biweekly and ad hoc basis.
• Oversee electronic distributions of payroll checks; biweekly and ad hoc basis.
• Ensure timely payment processing of tax obligations, garnishments, benefit premiums, and various miscellaneous employee withholds.
• Administer electronic submissions of various payroll withholding records to and from appropriate institutions, such as retirement funds, HSA funds, FSA funds, union dues, etc.
• Trouble shoot, analyze, and correct any discrepancies or issues that arise, such as overpayment or underpayment.
• Coordinate with HR and Finance any changes in payroll, such as terminations and new hires.
• Compile summaries of earnings, taxes, deductions, and non-taxable wages on an annual basis for distribution to all staff.
• Calculate payroll liabilities by determining employee federal and state taxes, insurance, employee benefit deductions, etc.
• Ensure all payroll transactions comply with tax laws and employment standards.
• Monitor and ensure data integrity from payroll/HR systems to general ledger.
• Prepare and submit timely filings, including but not limited to 941, W-2/W-3, 940, and worker’s compensation insurance audit.
• Create and manage payroll policies and procedures.
• Set-up and maintain job codes, grade scales, step increases, rate increases, earning elements, deductions elements in payroll system.
• Assist employees with payroll related questions and concerns, including but not limited to navigating the payroll system, understanding their paycheck/pay stub, making changes to their tax designations, etc.
• Create, maintain, manage, and support Oracle based schedules, absences, etc. to support departmental learning and increase usage in the system.
• Ownership and super user capabilities of HCM module in cloud-based system.
• Create and maintain processes that are adaptable, consistent, repeatable, and scalable.
• Maintain organized records and files.
• Assist with completion of mandatory reports and surveys, including but not limited to Medicare Cost Report, Hospital Annual Report (HAR), 990 Return, annual audit, annual provider compensation surveys, advanced practice provider compensation surveys, all healthcare staff compensation surveys, annual 401k audit.
• Assist with other projects within the department as needed.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE

• Bachelor’s degree or higher in accounting, business administration or related field (preferred)
• 2 to 5 years’ experience as a payroll administrator or related role (preferred)
• Professional certification (preferred)
• Proficiency in Windows-based computer applications (required)
• Highly developed proficiency with Microsoft Excel (required)
• Working knowledge of cloud-based payroll systems (required)
• Experience working in healthcare (preferred)

SKILLS/ABILITIES

• Attention to detail and strong mathematical skills
• Confident experience with payroll software (Oracle Fusion HCM)
• Strong interpersonal, communication, presentation and meeting facilitation skills
• Excellent written and verbal communication skills
• Strong adaptability and capacity to work in fast-paced environments
• Great analytical, critical thinking and problem-solving abilities; natural curiosity
• Strong ability to exude ownership over payroll system setup and maintenance
• Ability to learn new software and technologies with ease
• Good time management and organizational skills
• Ability to handle confidential information

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.

This job will be in an office setting and is available as a hybrid position based on job performance.

Welia Health is an equal opportunity employer.