Payroll & Billing Coordinator

About HELP Foundation:

HELP is our passion! For more than 50 years, HELP Foundation has served people with intellectual and developmental disabilities. We provide residential, employment, transportation and day support services for adults and summer enrichment opportunities for children.

What HELP offers our Payroll & Billing Coordinator:

• Opportunity to earn anywhere from $18.00 to $25.00 per hour
• A wide offering of healthcare and voluntary benefits offered as soon as the first of the month following 30 days of employment
• Paid Time-Off (PTO) with an additional 10 paid holidays
• 401(k) plan offering with an immediate fully vested matching program after completion of 6 months of service
• Referral bonuses paid after the referred employee completes 90 days of service
• OnDemand Pay options rather than having to wait for pay day

Position Summary : Under general supervision of the Finance Manager, performs duties related to the function of processing payroll and billing. Must be able to successfully complete all the functions and competencies associated with this position as well as other duties as they may be assigned.

Essential Job Functions

SCHEDULING & TIMECARD REPORTING

• On a daily basis, compare all payroll timecards to master schedule shift data to locate discrepancies (open shifts, shifts covered outside of schedule, missing punches, extended shifts, etc.)
• Communicate with program staff to ensure that payroll discrepancies are corrected routinely to ensure timely billing without backend corrections
• Compare EVV time reports to Paylocity timecards for EVV site locations
• Communicate with program managers to identify and correct EVV discrepancies
• Work with residential program management to assist all sites with EVV corrections
• Ensure that Advisor schedules are accurate and reflect the most recent master schedule / CPT data
• Review and update the Advisor Schedule Templates for all staff and/or scheduling changes as well as consumer staffing ratio changes
• Enter verified timecard information to Advisor billing software for all MRC (monthly rate calculator) site locations

PAYROLL

• Ensure final timecard approval after verification of the completion of pay end timecard review with program staff
• Work in collaboration with HR to review all new employee coding
• Proper assignment to department & labor allocations
• Proper tax assignments
• Accurate benefits, garnishments, and deductions
• Verify that all deductions are properly assigned to deduction codes in Paylocity
• Process and comply with garnishment notifications and follow all legal guidelines related to amount withheld an order of deduction in the event of multiple orders
• Ensure the accuracy of 401(k) reports
• Generate (and save) payroll reports after each pay for multiple companies as needed
• Prepare journal entries for data entry into MIP accounting software for each payroll run as soon as pay-period reports are generated.
• Submit to Finance Director for entry and review.
• Prepare overtime analysis after each pay run
• Prepare FTE report by department/program for each pay run based on hours worked
• Prepare payroll accrual entries for MIP for each monthly accounting period close
• Submit to Finance Manager for review and entry
• Prepare 941 reconciliation worksheet each pay period - keep annual binder updated
• Generate quarterly payroll reports at the conclusion of each quarterly reporting period verify
• Ensure the accuracy of the 941 and other state & local payroll tax filing as submitted to taxing authorities and document and follow up on any discrepancies at the end of each quarter.
• Ensure the accuracy of W2 and all year end wage reconciliations scheduled to be submitted to taxing authorities prior to issuance of final W2s
• Stay current with all federal, state and IRS regulations relating to payroll and wages

OTHER

• Prepare weekly EVV / Payroll reports with assistance from Billing & Revenue Specialist
• Prepare weekly payroll Authorized CPT vs. Actual Hours Worked reports for all MRC sites
• Complete bi-weekly review of authorized DODD CPT hours to record on the Master Schedule to flag discrepancies between DODD authorized hours and program’s expected CPT hours
• Other duties as assigned.

Requirements

• Minimum of an Associate degree in Business, Accounting or a related field and 2 years of payroll and billing experience or a High School Diploma or GED and 5 years of directly related experience may be accepted in lieu of an Associate degree; Bachelor's degree preferred.
• Working knowledge of payroll best practices. Strong knowledge of federal and state payroll regulations and deductions.
• Experience working with an automated payroll and timekeeping systems.
• EVV & Medicaid/DD billing experience preferred.
• Experience using Paylocity and Advisor software preferred.
• Successfully pass a background check that includes a BCI and FBI criminal history check & DODD required checks.
• Must possess exceptional verbal and written communication skills
• Proficiency in using Microsoft Office as well as other programs and electronic devices such as computers, iPads, smart phones

American’s with Disabilities Specifications

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

• Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.