Payroll Administrator

About this Role
We are seeking a highly skilled and experienced Payroll Administrator to oversee payroll operations for our Healthcare Homecare Program. This role requires deep expertise in payroll management, healthcare labor regulations, and compliance with federal, state, and local wage laws. The Payroll Administrator will be responsible for end-to-end payroll processing, maintaining accuracy, timeliness, and compliance while serving as the key liaison between Payroll, Human Resources, Finance, and Operations.

The ideal candidate will be a proactive leader who thrives in a fast-paced healthcare environment, demonstrates exceptional problem-solving skills, and ensures that payroll operations align with the company's mission to support our caregivers and staff who deliver critical homecare services.

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Key Responsibilities

Payroll Operations

• Manage and process payroll for all homecare staff (field caregivers, nurses, administrative staff) across multiple states and pay cycles (weekly, bi-weekly, and monthly).
  

• Validate timesheets, schedules, and electronic visit verification (EVV) records to ensure accurate compensation.
  

• Maintain compliance with the Fair Labor Standards Act (FLSA), wage and hour regulations, overtime rules, and healthcare-specific pay requirements.
  

• Accurately process shift differentials, on-call pay, hazard pay, and union agreements (if applicable).
  

• Monitor garnishments, benefits deductions, direct deposits, and tax withholdings.
  

Compliance & Audit

• Ensure payroll processes comply with federal, state, and local regulations, including Medicaid/Medicare reimbursement requirements where applicable.
  

• Prepare and file all payroll-related tax reports and ensure accuracy in W-2, W-4, 1099, and other statutory filings.
  

• Lead internal and external payroll audits, ensuring timely resolution of discrepancies and compliance with audit standards.
  

• Keep current with legislation affecting payroll, including IRS guidelines, Department of Labor updates, and healthcare wage compliance (e.g., minimum wage mandates, live-in caregiver pay rules).
  

Collaboration & Leadership

• Partner with HR on employee life-cycle changes (new hires, transfers, promotions, terminations, and leave of absence management).
  

• Serve as the main point of contact for employee payroll inquiries, resolving issues promptly while maintaining a high level of customer service.
  

Process Improvement & Systems Management

• Oversee payroll systems and HRIS platforms; recommend and implement system upgrades, integrations, and automation tools.
  

• Develop and refine standard operating procedures (SOPs) to ensure consistency, scalability, and efficiency.
  

• Identify opportunities for streamlining payroll processes, reducing errors, and enhancing employee experience.
  

• Produce regular and ad hoc reports on payroll trends, compliance, and workforce costs for leadership decision-making.
  

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Requirements

Skills and Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field required.
  

• Minimum of 4 years of progressive payroll management experience, with at least 2 years in healthcare, homecare, or another service-oriented industry.
  

• Strong knowledge of multi-state payroll processing, healthcare labor laws, wage/hour compliance, and union contract administration.
  

• Experience with Medicaid/Medicare-related payroll compliance and EVV systems strongly preferred.
  

• Proficiency with payroll and HRIS systems (e.g., ADP, Paycom, Paychex, or equivalent), along with advanced Excel skills (pivot tables, VLOOKUP, data validation).
  

• Demonstrated leadership skills, with proven ability to manage and develop payroll staff.
  

• Exceptional analytical skills, attention to detail, and ability to work under tight deadlines.
  

• Strong interpersonal and communication skills, with the ability to work cross-functionally and provide excellent service to employees and leadership.
  

• High ethical standards with commitment to confidentiality, compliance, and integrity in all payroll matters.
  

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