Payroll Coordinator

Payroll Coordinator

Department/Care Stream: Accounting

LIA Reporting Structure

Timecard Approver: Payroll Manager

Primary: Payroll Manager

Secondary: VP of Finance

Status: Full-Time

FLSA: Non-Exempt

Location: Admin Center

Pay Range: $27.40-$35.62/hr

EEO-1: Professional

Organization Information

WellSpace's mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you!  

We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve. 

As the region's largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, California's second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care.

To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpace's crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines. 

Position Summary

The Payroll Coordinator is responsible for supporting accurate and timely payroll processing with a primary focus on 401(k) and 457 retirement plan administration, payroll-related reconciliations, employee benefit reconciliations, payroll clearing account activity, and payroll clerical functions. This position plays an important role in ensuring payroll transactions are complete, accurate, properly supported, and reconciled in accordance with organizational policies and applicable requirements.

The Payroll Coordinator works closely with the Payroll Manager, Senior Payroll Accountant, Human Resources, Accounting, and external retirement plan providers. The position also serves as a backup to the Senior Payroll Accountant and provides support with payroll processing, reconciliations, research, reporting, and other payroll-related activities as needed.

Required Qualifications

• Associate degree in Accounting or a related field, or equivalent payroll and benefits experience required.
• 2+ years of payroll, accounting, benefits, or related experience.
• Experience with payroll deductions, reconciliations, employee benefits, and 401(k)/457 plans preferred.
• Experience with Paycom, Sage Intacct, or similar payroll/ERP systems preferred.
• Working knowledge of payroll accounting, journal entries, and benefit reconciliations.
• Intermediate Excel skills with strong attention to detail and problem-solving abilities.
• Ability to manage multiple deadlines, and work effectively in a high-volume environment.
• FQHC or healthcare accounting experience preferred.
• Detail-oriented, highly organized, and have excellent communication skills.
• Familiarity with non-profit accounting principles and regulations is also highly desirable.
• Commitment and ability to abide by standards of professional ethics and maintain confidentiality.
• Assist and support the Center/Department/Programs to meet standards of High Reliability.

Essential Responsibilities

• Coordinate and process 401(k) and 457 retirement contributions, including elections, changes, funding, and submissions.
• Reconcile retirement plan contributions, provider confirmations, payroll records, and related general ledger accounts; research and resolve discrepancies.
• Maintain accurate documentation for retirement plan transactions, audits, testing, and census requests.
• Reconcile employee benefits, including medical, dental, vision, life, disability, and other benefit deductions to payroll and vendor invoices.
• Perform routine payroll clearing and general ledger reconciliations, including researching and resolving outstanding items.
• Support payroll accruals, reclassifications, adjustments, and month-end, quarter-end, and year-end close activities.
• Assist with biweekly payroll processing, including reviewing payroll data, deductions, adjustments, payroll registers, and reports for accuracy.
• Process payroll corrections, retroactive adjustments, reimbursements, and other payroll-related transactions as assigned.
• Maintain accurate payroll records, reports, files, and supporting documentation in accordance with organizational policies and retention requirements.
• Provide timely and professional support for routine employee payroll questions and payroll-related requests.
• Serve as backup to the Senior Payroll Accountant, including payroll processing, reconciliations, reporting, and other payroll functions.
• Assist with payroll and benefit audits, reporting, special projects, system implementations, and process improvements.
• Follow payroll policies, internal controls, confidentiality requirements, and applicable regulations; escalate significant discrepancies or compliance concerns.
• Identify opportunities to improve payroll processes, strengthen reconciliations and controls, and support continuity of payroll operations.
• Perform other duties and/or special projects as assigned by the Payroll Manager or VP of Finance.

Benefits

Successful candidate will receive a regionally competitive salary, above-average health benefits at reduced costs, paid life insurance & long-term disability insurance, an additional voluntary retirement plan with organizational match, and no vesting schedule requirement.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Company paid malpractice insurance for all providers
• Professional development hours offered annually

Physical Demands and Work Environment

The work environment is characteristic of an office environment. 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. While performing the duties of this job, the employee is frequently required to sit; use hands and arms to reach. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.