Payroll Manager

Mission Statement                                                                                                                           

Restoring hope and freedom through rehabilitation.

Employment Value Proposition     

At Mary Free Bed, we take pride in our values-based culture:

• Focus on Patient Care.  A selfless drive to serve and heal connects all MFB employees.
• Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.
• Family Culture.  We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.
• Trust in Each Other.  Each employee knows that co-workers can be trusted to make the right decision for our family, patients, staff, and community.
• A Proud Tradition. Years of dedicated, quality service to our patients and community have yielded a reputation that fills our employees with pride. 

Summary                                                                                                                            

The Payroll Manager is responsible for the overall administration, accuracy, compliance, and continuous improvement of payroll and time management services for Mary Free Bed. This role provides leadership and oversight for payroll processing, timekeeping, reconciliations, payroll tax and reporting requirements, employee and manager support, payroll systems, audits, and related processes. The Payroll Manager serves as a subject matter expert on payroll practices and regulations, leads process and system improvements, and partners with Finance, Human Resources, Benefits, Information Technology, managers, employees, and payroll vendors to ensure timely, accurate, and compliant payroll services.

Essential Job Responsibilities                                                                   

Payroll & Timekeeping Leadership

• Oversees biweekly and monthly payroll processing, ensuring payroll is accurate, timely, complete, and compliant with established procedures.
• Provides leadership and direction for payroll staff and coordinates work assignments, priorities, training, and performance expectations.
• Reviews and approves payroll inputs, including regular and overtime hours, shift differentials, leave balances, bonuses, incentives, retroactive pay, stipends, paid time off adjustments, and other special payments.
• Oversees timekeeping and time management processes, including monitoring time collection, approvals, exceptions, and system-related issues.
• Ensures employee payroll records are accurately maintained, including direct deposits, tax withholdings, voluntary deductions, garnishments, retirement contributions, and other payroll-related information.
• Serves as a subject matter expert and escalation point for complex payroll, timekeeping, policy, and regulatory questions.

Reconciliations, Tax & Compliance

• Oversees payroll reconciliations for wages, deductions, benefit premiums, PTO, garnishments, retirement contributions, taxes, and other payroll-related accounts.
• Ensures compliance with federal, state, and local payroll and employment requirements, including applicable wage and hour, tax, withholding, reporting, and regulatory requirements.
• Oversees payroll tax reporting and payment processes, including quarterly, annual, and other required filings and reconciliations.
• Coordinates calendar year-end and fiscal year-end payroll activities, including W-2 preparation, balancing, and reconciliation.
• Coordinates responses to internal and external audits and ensures payroll documentation is accurate, complete, secure, and available when requested.
• Identifies payroll discrepancies, trends, control issues, and compliance risks and ensures timely resolution.

Payroll Systems & Process Improvement

• Oversees payroll and time management system configuration, maintenance, testing, and implementation activities in partnership with appropriate internal teams and vendors.
• Establishes, maintains, and updates payroll, time and attendance, reconciliation, reporting, and control procedures.
• Identifies opportunities to streamline payroll processes, improve controls, increase efficiency, and automate manual activities while maintaining accuracy and compliance.
• Coordinates system updates, enhancements, testing, and implementation of new payroll or timekeeping functionality.
• Maintains appropriate access, security, and confidentiality for payroll systems and employee payroll information.
• Monitors payroll metrics and develops reports and analyses to identify trends, support decision-making, and improve payroll operations.

Employee & Manager Support

• Ensures timely and professional responses to employee and manager payroll and timekeeping inquiries, escalating complex matters as appropriate.
• Consults with managers and employees regarding payroll practices, policies, procedures, and applicable legal or regulatory requirements.
• Oversees training and support for managers, supervisors, editors, and approvers in the effective use of time management systems.
• Partners with Human Resources, Benefits, Finance, Information Technology, and other departments to resolve payroll-related issues and improve the employee experience.
• Manages relationships with payroll and related service vendors and coordinates issue resolution and required notifications.

Administrative & Leadership Responsibilities

• Develops and maintains appropriate payroll controls, documentation, procedures, and operational calendars.
• Promotes a culture of accountability, accuracy, confidentiality, customer service, and continuous improvement within payroll operations.
• Assists with organizational projects and initiatives that have payroll, timekeeping, HRIS, financial, or reporting impacts.
• Performs similar and related job duties as assigned.

Leadership Must-Haves will be followed for patient and staff interactions:

• We’ll embrace all people by: 
  • Treating everyone with dignity and respect. 
  • Opening more doors to opportunity for others to succeed. 
  • Growing talent and people. 
  • Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.  
  • Taking action against discrimination. 
  • Honoring our differences and how we collaborate. 
  • Educating staff, patients and the communities we care for. 
  • Restoring hope and freedom, together. 
• Rounding
• Thank You Notes
• Employee Selection/Peer Interviewing
• Key Words at Key Times
• AIDET® + Promise
• Standards of Behavior

Customer Service Responsibilities                                                                                               

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information. 

Responsibilities in Quality Improvement                                                                         

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications                                                                                                          

• Bachelor’s degree in Business, Accounting, Human Resources, or a related field preferred; equivalent payroll experience may be considered.
• Five or more years of progressive payroll experience, including experience with payroll processing, payroll tax, reconciliations, and timekeeping.
• Prior supervisory or management experience with the ability to lead, develop, and hold team members accountable.
• Demonstrated experience managing or administering payroll and time management systems, including system setup, testing, troubleshooting, and process improvements.
• Strong knowledge of payroll processes, wage and hour practices, payroll taxes, deductions, reporting, and applicable federal, state, and local requirements.
• Strong analytical, problem-solving, organizational, and process improvement skills.
• Ability to communicate, explain, interpret, and present payroll information effectively and efficiently.
• High-level verbal and written communication skills and ability to multi-task and meet deadlines.
• Demonstrated ability to build professional relationships and effectively collaborate with employees, managers, leaders, vendors, and cross-functional partners.
• Ability to maintain confidentiality and appropriately handle sensitive employee and payroll information.
• Proficiency with Microsoft Office Suite, including Excel.
• Experience with Workday, ADP, or similar payroll/time management systems preferred.

Preferred Job Qualifications                                                                                                          

• Certified Payroll Professional (CPP) or related payroll designation.
• Experience in a healthcare or similarly complex, multi-department organization.
• Report writing and data analysis experience.

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)
• Occasionally (Less than 1/3)
• Frequently (1/3 to 2/3)
• Majority (More than 2/3)

Remain in a stationary position: Frequently

Traverse or move around work location: Occasionally

Use keyboard:  Majority

Operate or use department specific equipment:  None

Ascend/Descend equipment or ladder: None

Position self to accomplish the Essential Functions of the role: None

Receive and communicate information and ideas for understanding: Frequently

Transport, position, and/or exert force:

Up to 10 pounds:   Occasionally

Up to 25 pounds: None

Up to 50 pounds: None

Up to 75 pounds:  None

More than 100 pounds: None

 Other weight: Up to___ pounds None

       Other: None

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Talent Acquisition team at [email protected]. 

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.