Hot Springs Health

Job Description

ACCOUNTS PAYABLE/PAYROLL COORDINATOR

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DEPARTMENT: Finance

SUPERVISOR: Chief Financial Officer

STATUS: Exempt

EMPLOYEE NAME:

APPROVED BY: Chief Financial Officer DATE: April, 2026

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GENERAL:

In accordance with the Hot Springs Health Personnel Policy and Procedure Manual and the requirements of our accrediting bodies, the employee will: support the mission of “Partnering with our community for quality health and healing”, our five core values “Ownership, Always better than yesterday, Service first, Integrity, and Stewardship of our resources (OASIS). Our behavior creates our OASIS – a place where we can find safety, sustenance, and a pleasant change from the usual and the vision “to be the provider and employer of choice in our region, providing quality care and excelling as a teaching hospital in Wyoming.”

The established priorities of Quality, Service, Finance, People, and Growth, will be utilized in decision making. Furthermore, the employee will demonstrate the ability to manage time, maintain a safe and clean environment; practice confidentiality; treat all persons with respect and professional courtesy; accept change; accept and provide constructive feedback; work as a team player and adhere to the infection control, fire and safety, disaster and hazardous waste policies. The employee must also demonstrate the competencies for their position, and adhere to policies and procedures of their department. The employee will participate in quality improvement activities.

BEHAVIORAL REQUIREMENTS:

The following is a list of minimally required behaviors to assist the employee in partnering with our community:

Ownership

Accepts responsibility for actions, attitudes and health. Doing things right the first time, every time for excellent results. Accepts ownership of mistakes and takes constructive action to avoid repeating mistakes. Works with empowerment to the highest potential both as an individual and as part of the team. Unsatisfied with the status quo or just being “good.”

Always Better Than Yesterday

Performs at the highest level, always learning and looking for ways to improve, with an unwavering focus on safety. Celebrates and encourages the contributions of one another. Constructively challenges the status quo by being flexible, adaptable and embracing change as a key element of our future success. Contributes to an environment that encourages creative thinking. Shares ideas and opinions, and supports opportunities to learn and grow.

Service First

Doing our best every day to anticipate and exceed the expectations of patients, providers and co-workers. Understands excellence is the result of team effort. Creates legendary experiences.

Integrity

Does the right things. Consistently open, honest, trustworthy and ethical. Demonstrates respect for patients, their families, staff, providers and the community.

Stewardship of Our Resources

Strives to care wisely for our human, financial and natural resources. Strengthens HSH as a partner in the community

ESSENTIAL DUTIES AND RESPONSIBILITIES ACCOUNTS PAYABLE/PAYROLL COORDINATOR:

1. Comply with all policies and procedures, especially pertaining to AP and Payroll, as well as with annual audit recommendations.
2. Enter invoices, reconcile vendor statements, generate checks, and ensure all invoices are paid accurately and timely. Resolve any discrepancies with the vendors, keep information updated with vendors for prompt invoicing and payments.
3. Process payroll, including but not limited to review and resolution of any discrepancies in timecards, general payroll processing, generation of payroll file for third-party payroll provider, preparation and submission of electronic payroll fund transfers, and payroll tax deposits, when necessary.
4. Prepare, reconcile, and process files for payroll deductions, including but not limited to retirement contributions, AR deductions, garnishments, H.S.A contributions, gym and pool memberships, etc.
5. Prepare productivity reports.
6. Reconcile AP and payroll liability accounts monthly.
7. Prepare quarterly payroll tax returns, including but not limited to IRS Form 941, State unemployment, workers’ compensation reports, and others as statutorily required.
8. Process year-end tax forms, including but not limited to W2s and 1099s.
9. Process unclaimed properties and prepare annual State Escheat Report.
10. Prepare miscellaneous payroll and AP reports.

The above duties are intended to describe the key aspects of the work performed by individual(s) assigned to this position. They are not to be construed as an exhaustive listing of requirements relative to the position. Therefore, the employee may be required to perform other duties as assigned.

QUALIFICATION REQUIREMENTS: 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 and/or EXPERIENCE

The Accounts Payable/Payroll Coordinator shall be:

1. Post high school courses/degrees in payroll, bookkeeping, and accounting preferred

2. Bookkeeping experience and knowledge of payroll regulations required

3. Must possess communication skills to relate to the public in person

4. Demonstrate good organizational abilities

5. Proficient in computer applications, e.g. word processing, excel, etc.

LANGUAGE SKILLS:

Ability to read, analyze, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write policies and procedures that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES:

Ability to interact with patients, families, visitors and co-workers. Ability to interact assertively and tactfully when dealing with conflict and in group solving activities. Ability to demonstrate a professional, open minded approach in identifying problems and resolving problems/conflicts.

Age Specific:

This position does not require hands-on delivery of care, however, incumbent must demonstrate understanding of how a patient’s chronological and developmental age influences his/her need for adaptations related to his/her abilities.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While filling this position, the employee must regularly lift and or move 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance, vision, color vision, peripheral vision, and depth perception. This position also requires walking or standing to a significant degree. This position also requires reaching, handling, fingering, feeling, talking, and hearing, stooping, bending, crouching, and working with equipment.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those 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.

The employee is subject to inside and possibly outside weather conditions.