Payroll Specialist - Lima, OH

Payroll Specialist · Monday-Friday 8:00 a.m.- 4:30 p.m. · Located at Admin Annex Building · POSITION PURPOSE · Under the direction of the Payroll Team Leader, the Payroll Specialist is responsible for accurately processing payroll, reviewing and validating employee hours and comp ...

Job description

Payroll Specialist
Monday-Friday 8:00 a.m.- 4:30 p.m.
Located at Admin Annex Building

POSITION PURPOSE
Under the direction of the Payroll Team Leader, the Payroll Specialist is responsible for accurately processing payroll, reviewing and validating employee hours and compensation data, and identifying, investigating, and resolving payroll discrepancies to ensure timely and error‑free payroll delivery.

BENEFIT OFFERED:

• Medical, Dental, Vision and Supplemental Insurance Plans
• 403b Retirement - Up to 8% match based on years of service, starting at 3%
• Employee Assistance Program
• Paid Time Off (PTO) - Accrued per pay, starting upon hire
• Paid Holidays (7)
• Annual Reviews and Pay Increases
• Potential of Quarterly Bonuses
• Tuition Reimbursement
• Training Opportunities
• Emerging Leaders Program - Eligible to apply after 1 year of service
• Referral Bonus - Earn more by expanding our team

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

• Administer all aspects of payroll using the organization's payroll system, including accurate computation, verification, and electronic transmission of payroll data.
• Process biweekly payroll, ensuring timely issuance of employee paychecks and ACH deposits.
• Review and audit employee timecards, resolving discrepancies to ensure accurate pay.
• Prepare, balance and submit payroll-related journal entries to the Finance department.
• Process supplemental or off-cycle payments as needed.
• Ensure all payroll activities comply with internal policies, legal requirements, and established deadlines.
• Maintain complete and accurate payroll records, including employee pay data, deduction changes, and status updates.
• Scan, upload, and maintain digital employee documents within the payroll and HRIS system.
• Complete new-hire payroll setup, including tax configuration, direct deposit verification, PTO accrual setup, and 403(b) enrollment.
• Safeguard all employee payroll and personnel information with the highest level of confidentiality.
• Administer employee benefit and payroll-related deductions, including insurance premiums, 403(b) contributions, H.S.A. deductions, United Way contributions, and court-ordered garnishments.
• Reconcile monthly insurance invoices and deduction reports to ensure accuracy and resolve variances.
• Review and process employee expense reports, ensuring appropriate approvals and documentation.
• Serve as a primary point of contact for payroll questions, responding promptly to employee inquiries via phone and email.
• Collaborate with the payroll vendor to research and resolve issues, system errors, and processing discrepancies.
• Run standard and ad-hoc payroll reports as needed to support HR, Finance, and departmental leaders.
• Provide backup support to other HR team members as needed and assist with cross-functional projects.
• Meet all daily, weekly, and payroll-cycle deadlines in a time-sensitive environment.
• Recommend and implement payroll best practices to improve processes, accuracy, and efficiency.
• Demonstrate flexibility and willingness to take on additional responsibilities or special projects as assigned.
• Participate actively in weekly and monthly staff meetings and contribute to a positive team culture.

QUALIFICATIONS
EDUCATION/CERTIFICATION:       Associate's degree in accounting, business, finance, or a similar field preferred.
REQUIRED KNOWLEDGE: Successful completion of in-house training.
EXPERIENCE REQUIRED: 3 to 5 years of payroll experience is required.
SKILLS/ABILITIES:

• Previous payroll experience is required, with a demonstrated ability to process payroll accurately and efficiently in a fast‑paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) is required, with strong skills in data entry, spreadsheets, and electronic communication.
• High attention to detail, accuracy, and the ability to shift priorities or pivot tasks as business needs change.
• Exceptional customer service skills, with the proven ability to communicate clearly and professionally, both verbally and in writing with employees at all levels of the organization.
• Strong collaboration skills, with the ability to work effectively with a diverse team of healthcare professionals and support a positive workplace culture.
• Commitment to teamwork, including a strong desire to contribute to the accurate and timely payment of all employees.
• Demonstrated alignment with the mission of Health Partners of Western Ohio, and the ability to embody and promote that mission in daily work

 
WORK ENVIRONMENT
Work is primarily sedentary, demanding sitting, walking, lifting, and bending. Those physical movements and the degree of mobility, manual dexterity, and hand-eye coordination commonly associated with duties in an office setting will be performed repetitively. This also includes bending, twisting, reaching, lifting, pulling, pushing, and walking. The ability to distinguish letters and symbols and utilize telephones, computer terminals, fax machines, and copiers is required. The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Working under stressful conditions, as well as irregular hours, may be required.