Payroll Manager

ABOUT AUSTIN REGIONAL CLINIC:

Austin Regional Clinic has been voted a top Central Texas employer by our employees for over 15 years! We are one of central Texas’ largest professional medical groups with 35+ locations and we are continuing to grow. We offer the following benefits to eligible team members: Medical, Dental, Vision, Flexible Spending Accounts, PTO, 401(k), EAP, Life Insurance, Long Term Disability, Tuition Reimbursement, Child Care Assistance, Health & Fitness, Sick Child Care Assistance, Development and more. For additional information visit https://www.austinregionalclinic.com/careers/

PURPOSE

Responsible for all aspects of payroll from timecard transactions to final pay on the employees’ check, W-2, tax reporting and financial reporting. Collaborate with the systems personnel to ensure the systems are programmed accurately to reflect the companies’ pay policies as well as compliance with all regulations. Understands the underlying payroll and time system functionality to ensure pay and transactions are processed accurately. Understands the downstream impact of the payroll transactions to the GAAP financials, cost reporting (EAR), physician compensation, pro-forma and projections, and ensures transactions are recorded properly to reflect the needs of each. Performs and ensures payroll duties required to pay employees for multiple companies with complex payroll calculations are performed accurately and timely. Ensures all payroll procedures/policies are in compliance with company, federal and state regulations. Provides subject matter expert support and end user testing for payroll related systems. Performs reviews on payroll entries by payroll technicians for completeness and accuracy. Prepares and/or collaborates with team for reconciliation of all payroll related balance sheet accounts. Carries out all duties while respecting confidentiality and promoting the mission and philosophy of the organization(s) supported.

ESSENTIAL FUNCTIONS

Manager Responsibilities:

• Sets department goals in conjunction with Controller, establishes priorities and monitors work priorities of staff as assigned.
• Thoroughly understands all functions of the department and systems utilized to conduct work.
• Coordinates workflow of payroll department to ensure timely and accurate payroll processing and accounting.
• On-boards new employees, organizes ongoing training and cross-training where possible.
• Develops staff to function independently while fostering a team environment.
• Completes employee performance reviews in a timely manner, including implementing the counseling and discipline process when appropriate.
• Manages employees’ hours and ensures adequate staffing at least possible costs and within budget.
• Collaborates with the leadership of the organization to ensure understanding and accurate application of pay policies through monitoring and routine meetings.
• Ensures high level of customer service provided by payroll department

Payroll Accounting

• Assists in the accurate posting of all payroll activity to the general ledger.
• Prepares and/or collaborates with team in the reconciliation of all payroll related balance sheet accounts.
• Assists in the maintenance of payroll interface to the general ledger.
• Collaborates with finance department team to ensure all payroll accruals are recorded properly in the general ledger.
• Resource for administrative and operational staff on payroll related issues.
• Prepares and/or reviews payroll funding to external parties and between companies ensuring accuracy and timeliness.
• Prepares required returns and/or reviews and reconciles companies’ payroll related tax filings prepared by third-party vendor for accuracy and compliance with state and federal regulations within the required filing deadline
• Reconciles Milliman and Schwab reports quarterly to payroll information and submits to Controller for review.
• Liaison with Finance team on payroll related items.

Payroll Processing

• Subject matter expert for payroll and timekeeping systems.
• Collaborates with the system administrators and analysts to ensure systems are accurately programmed and interface is maintained in accordance with policies and regulations.
• Maintains working knowledge of state and federal payroll regulations
• Reviews payrolls for accuracy prior to final transmission to third-party processor.
• Coordinates with HR department on application of new pay policies and compliance with state and federal regulations, as well as, 401k savings plan definition.
• Creates/updates payroll department policies/procedures to ensure compliance with company policies, and state and federal regulations.
• Ensures third party vendor files and funding are reconciled to payroll files and cash transferred timely on pay period basis.

Reporting and Systems

• Coordinates with system administrators and analyst to develop required reporting based on company needs identified by department, work groups and/or steering committee.
• Coordinates with system administrators, analyst, human resources, and/or third-party vendor support teams to ensure new time or earnings codes are setup properly in the system in ensure compliance with regulatory agencies and various company pay policies and plans.
• Coordinates with system administrators, analyst and/or third-party vendor support teams on system issues to ensure timely and satisfactorily resolution.
• Identifies potential training and/or system issues through daily work and audits of payroll and timekeeping systems. Provides recommendations to Staff Development on areas requiring training and coordinates the development of the appropriate training and training material on such issues to ensure compliance with company policies, and state and federal regulations.
• Conducts and manages payroll team to perform quarterly time-edit audits and reports findings to supervisors and management. Works with supervisors to ensure problems/errors are understood and resolved, as well as coordinating the appropriate training, if necessary.

OTHER DUTIES AND RESPONSIBILITIES

• Assists supervisor by taking on other assignments, whenever necessary, for the efficient operation of the department or organization.
• Maintains productive, professional relationships with providers, managers, administrators, co-workers and external customers.
• Conducts site visits to assist employees and managers with payroll related questions and training.
• Works with other department leaders to create positive working environment promoting teamwork within finance department.
• Acts as liaison to external departments
• Identifies opportunities for process improvement within the payroll process and systems.
• Performs or coordinates the accurate preparation of the necessary payroll information for financial, workers’ compensation, 401k and other payroll related audit(s).

QUALIFICATIONS

Education

• Bachelor’s degree in business administration, accounting or finance preferred or equivalent of ten (10) or more years of full cycle time and payroll processing.

Experience

• Minimum of 2 years of experience in accounting with college degree, or minimum of 4 years of experience in accounting without college degree.
• Experience working in a multi-specialty physician practice preferred.
• Experience with building complex spreadsheets using Excel and Access.

Knowledge, Skills and Abilities

• Knowledge of MS Office applications.
• Advanced working knowledge of Excel required.
• Working knowledge of Access database queries preferred.
• Current working knowledge and application of payroll laws and regulations.
• Knowledge of accounting principles and practices preferred.
• Ability to handle multiple projects simultaneously.
• Ability to manage competing priorities.
• Excellent customer service skills.
• Excellent verbal and written communication skills.
• Excellent interpersonal & problem solving skills.
• Ability to work in a team environment.
• Knowledge of human resource fundamentals and underlying laws, i.e., FLSA, ADA, FMLA, etc.
• Working experience with researching, interpreting, and communicating verbally and in written form, payroll law and payroll tax related regulations.

Certificate/License:

• Certified Payroll Professional (CPP) or Fundamentals of Payroll Certification (FPC) preferred

Equal Opportunity Employer
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