Payroll / Human Resources / Staffing Coordinator

Role overview

This position supports the DSD/DON/Administrator by helping carry out administrative policies and coordinating facility orientation activities. It combines payroll support, human resources administration, staffing coordination, and compliance-related recordkeeping in a healthcare facility environment.

Key responsibilities

• Support the organization’s goals and core values in day-to-day work.
• Follow schedules, instructions, policies, and procedures provided by the supervisor.
• Maintain strict confidentiality, work well in a team, and demonstrate initiative with a focus on results.
• Help plan and deliver orientation for new employees, including care philosophy, resident rights, safety, infection control, and facility policies.
• Stay current on legal and government reporting requirements related to HR functions and help ensure policies and reports remain compliant.
• Support recruitment and onboarding, including screening candidates and arranging interviews.
• Enter and maintain required employee data accurately.
• Collect information and prepare HR-related reports as needed.
• Create and update employment records for hiring, transfers, promotions, and terminations.
• Administer employee benefit programs such as life, health, dental, disability, pension, vacation, sick leave, leave of absence, and employee assistance programs.
• Work with the Risk Manager on complex HR and workers’ compensation matters.
• Ensure in-service training is scheduled on time and displayed in the appropriate locations.
• Keep orientation and in-service attendance records current for each employee.
• Support the safety program and arrange pre-employment and current employee health examinations and testing as directed.
• Document or coordinate required fire drills and internal disaster drills.
• Communicate courteously and professionally with facility staff, residents, and the public.
• Help maintain positive public relations for the facility.
• Post or advertise open positions when requested.
• Respond to questions and information requests from staff and others.
• Contribute to team objectives by completing related tasks as needed.
• Maintain regular attendance and dependability.
• Assist with payroll-related tasks when required.
• Participate in facility surveys.
• Build and maintain effective working relationships across departments.
• Record incidents and accidents and file them according to policy.
• Protect resident health information and report any suspected or known disclosure issues to the Administrator.
• Complete other duties assigned by the supervisor, DON, or Administrator.
• Ensure payroll transactions are processed accurately and on time.
• Monitor garnishment orders and other payroll-affecting issues.
• Update payroll records for changes in exemptions, insurance coverage, deductions, job titles, and department transfers.
• Issue pay through checks or electronic bank transfers.
• Prepare earnings, tax, deduction, leave, disability, and nontaxable wage reports.
• Process manual checks and termination payroll checks within required timeframes.
• Calculate payroll liabilities, including applicable employee and employer tax and compensation payments.
• Track sick leave and vacation accruals.
• Complete employment verification requests.
• Prepare payroll allocation reports for finance.
• Reconcile payroll before transmission and validate reports.
• Resolve payroll discrepancies and balance payroll accounts.
• Answer payroll-related questions and requests.
• Preserve confidentiality of payroll operations.
• Partner with the assigned HRBP on complex HR cases to ensure alignment with policies and organizational objectives.
• Carry out audits and corrections to help keep the facility compliant.

Supervisory scope

This role may include supervising a Human Resources Assistant.

Qualifications

A high school diploma or equivalent is required, while two years of college is preferred. Previous administrative experience of around two years, ideally in an HR setting, is strongly preferred. The role also calls for strong interpersonal and customer service abilities.

Skills and abilities

You should be able to read and interpret business materials, technical guidance, and government regulations; write reports, business correspondence, and procedures; and present information clearly to managers and employees. Basic math skills, practical problem-solving ability, and comfort working from written, verbal, diagram-based, or scheduled instructions are also important. The position additionally requires clerical knowledge, computer literacy, and familiarity with office equipment.

Physical and work environment

The job may require occasional lifting or moving of up to 25 pounds. It involves extended computer use and regular sitting, standing, walking, speaking, reading, and hearing. Frequent use of office equipment such as copiers, scanners, fax machines, telephones, and calculators is expected. The role may also require helping evacuate residents during emergencies and may involve travel by car or airline. The workplace is generally quiet to moderately noisy.

Additional information

Duties and responsibilities may be changed, added, or reassigned by management at any time. The role description is intended to reflect the general nature and level of work, not every possible task. The employer is an equal opportunity employer and considers all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or other legally protected status.