Payroll Coordinator

About FCHC:

Since 1976, Florida Community Health Centers, Inc. (FCHC) has been a health care leader in Florida. We provide comprehensive primary and specialty health care and patient support services through a network of Centers surrounding Lake Okeechobee and across Florida’s Treasure Coast. Our mission is to ensure that everyone in our communities has access to culturally competent, high-quality health care that they can afford. FCHC has locations in Clewiston, Moore Haven, Okeechobee, Fort Pierce, Port St. Lucie, Stuart, Indiantown, Pahokee and West Palm Beach. FCHC’s Corporate Office is centrally located in West Palm Beach, Florida. FCHC has multiple staff members who speak Spanish and Creole, and translation is available for other languages as needed. FCHC has created a “one-stop shop” for patients–providing Pediatric and Adult Primary Care, Dental, OB/GYN and Women’s Health, Infectious Disease, Behavioral Health, Pharmacy, chronic disease education and care management, referral assistance, benefit enrollment assistance and coordination, and telehealth services. Our patients benefit from a “medical home” model, where they may access our extensive array of health care clinicians and services in an atmosphere where they are treated with respect, care, and concern.

Mission

The Mission of Florida Community Health Centers, Inc. (FCHC) is to provide accessible, cost-effective, high-quality, comprehensive health care to all persons in our communities.

Vision

Florida Community Health Centers, Inc. (FCHC) will maintain strong leadership in, and advocate for, the provision of health care services.

FCHC will foster and promote collaborative relationships and will develop partnerships with local, state, and federal public health service agencies and the community in general, to enhance the quality of delivery systems for comprehensive health care. FCHC will be an employer of choice and will demonstrate excellence with a highly trained staff and governing board.

Values

FCHC values Integrity, Compassion, Commitment to serving others (external and internal to the organization), Innovation, Effectiveness (cost and outcome), Efficiency, being Mission-driven, Commitment to serving others internal to organization and Commitment to Excellence.

Position Summary:

Payroll Department Leadership – Performs and coordinates all activities relating to processing payroll, including system maintenance, updating master file records, collaborating with HR on annual enrollment and processing rates of pay & benefit rate changes, processing and verifying accuracy of bi-weekly payroll, maintaining organizational position control ledger, performing reconciliations of benefit payments to vendors relative to employee withholdings, tracks and reports payroll key performance metrics, and regularly produces departmental reports as well as collects and verifies data for creation of various ad hoc payroll analyses. Collaborates with the Controller and CFO on maintaining ADP Workforce Now GL interface, Security Profiles and Contact Change Form submissions.

Other Finance & Administrative Duties Support – Responsible for performing a variety of finance & administrative duties during non-payroll weeks, including but not limited to backing-up to the Accounts Payable Specialist, performing month-end payroll account reconciliations, as directed by the Assistant Controller.

ROLES AND RESPOSIBILITES

Primary Duties

• Maintains strict confidentiality over all HR and payroll records. Stays current on all ADP payroll services training. Sets-up system master files as payroll policy changes, assuring adherence to FCHC policy in regard to eligibility and accrual of vacation and sick time, bereavement leave, overtime calculations, holiday pay, bonus incentive pay, etc. Tracks FMLA and Worker’s comp leave ensuring adherence to policy. Assists with development and implementation of payroll practices, policies, and procedures.
• Works with the Controller and Assistant Controller to ensure mapping to UDS staff classifications and appropriate interface to the general ledger.
• Updates position control bi-weekly in a timely manner for required publication and review by the Assistant Controller. Regularly confirms employee’s schedule in ADP agrees with their reported FTE in both ADP and the position control log.
• Prepares payroll journal entries from the ADP GL interface and month end payroll reports.
• Quarterly reconciliation between position control and ADP employee report, confirming location, salary, FTE, title, etc. are in agreement.
• Reconciles all payroll changes processed in ADP back to signed payroll change forms.
• Works with the Human Resources Manager to ensure all pertinent information for new hires including pay rates, benefits, deductions, tax exemption status, etc. is gathered and entered into ADP.
• Updates all current employee information such as name, address changes, changes in status, deductions, pay increases, terminations, etc. in ADP.
• Verifies time sheets have been correctly recorded and have supervisor approval in the payroll/H/R system, editing and correcting items to ensure 100% accuracy – Checks payroll preview prior to processing report and submit for proofing. Processes payroll through electronic payroll system.Sets up system master files as payroll policy changes (i.e., deduction codes, earning codes, status and job codes, etc.)
• Prepares checks for distribution. Works with Center Administrators to assure proper distribution procedures. Maintains the distribution reports, evidencing employee receipt of paychecks. If required, prepares manual checks for distribution after obtaining proper signatures.
• Processes changes to payroll distribution reporting to support grant accounting.
• Calculates and prepares spreadsheets for import for employee reimbursements each payroll.
• Analyzes, processes, downloads and distributes all payroll reports. Maintains files on travel requests and matches to expense reports. Works with Executive Administrative Assistant to document travel and associated expense approval.
• Maintains and updates files for contract (1099) vendors and summarizes annual contract activity for the Chief Financial Officer to prepare UDS Table 5.
• Responsible for end-of-quarter multiple work-site reports. Verifies accurate filings of FORM 941 and state unemployment (UCT-6) reports prepared by payroll/HR system.
• Maintain records of all contracted employees.
• Ensures accurate and complete vendor Forms 1099 are generated and distributed annually.
• Processes and distributes all payroll reports per bi-weekly, monthly, and annual schedule in addition to any ad hoc reports requested by Controller or CFO.
• Completes all check requests and garnishment website entry for associated payroll deductions. Prepares monthly check requests for benefits invoices.
• Ensure payroll tax deposits have been processed/paid by ADP. Downloads quarterly 941 payroll reports from ADP in a timely manner.
• Calculates the month-end payroll accrual and reviews for accuracy and completeness with the Assistant Controller
• Prepares and submits quarterly state reemployment taxes fee payments.
• Supports the Assistant Controller and Controller in the year-end financial statement audit.
• Prepare the monthly turnover report after all terminations and payroll for the month have been processed and submit to the CFO and Controller. Prepares required quarterly reports for active drivers and clinicians to report to the insurance agency. Provide the Director of Operations the unscheduled leave report monthly.
• Responsible for all aspects of end-of-year processing through ADP including W-2 generation and W-3 filing ensuring proper adherence to federal tax laws as well as 401(k) end-of year processing.
• Reports changes in clinicians and drivers to Insurance broker on a periodic basis.
• Prepare and maintain monthly terminations list.
• Assists the CFO and Controller monitor staff assigned to ADP security profiles and advises when employee changes require submission of a formal Contact Chaneg Form.

Secondary Responsibilities Include:

• Prepare monthly benefit reconciliations between invoice, ADP deductions and general ledger. Investigate differences between benefit deductions and benefit invoices resolving with ADP.
• Review and enter invoices into GP purchasing module. Assures all payment computations are correct and expensed to cost centers. Confirms that invoices include discounts and any credit memos due.
• Print AP authorized manual checks and obtain authorized signature.
• Prepare checks for postal mailing and internal department distribution once signature is obtained.
• Maintains all accounts payable records in accurate and orderly manner for prompt location. Keeps various files current and correct.
• Performs other A/P functions as defined and communicates with administration, Center Administrators, Purchasing and vendors to answer questions and resolve discrepancies.
• Supports the Controller and Assistant Controller address audit inquires
• Addresses employee questions related to the Company 401k plan

Qualifications and Education Requirements:

Minimum Requirements (experience, training, and education): To effectively fulfill this position, candidate must meet the following requirements:

• Associate’s Degree (A.A.) or equivalent. Two to three years related experience.
• Commitment to excellence and high standards.
• Excellent written and oral communication skills
• Strong organizational, problem-solving, and analytical skills.
• Ability to manage priorities and workflow.
• Acute attention to detail.
• Extremely confidential position. Must maintain good attitude and confidentiality at all times.

Skills and Abilities

• Expert proficiency in ADP and excel.
• Great Plains and GL (expense) coding experience preferred.
• Ability to understand and follow written and verbal directions.
• Demonstrated ability to calculate figures and amounts such as discounts, interest and percentages.
• Pursues training within ADP as changes and updates occur.

Additional Notes:

All qualified candidates must be able to perform the essential functions of this position. This job description is not intended to be all-inclusive.

FCHC reserves the right to modify or change the essential functions of this position based on reasonable related business necessity as assigned by your supervisor.

**This job description does not constitute a written or implied contract of employment**.