Payroll & Accounts Payable Specialist - Remote

Performance Home Medical has been a leader in providing quality products and services since 1995.

At Performance Home Medical (PHM), our patients come first. Using the latest technology and best clinical support, we help our patients take control of their conditions and live longer and healthier.

We are seeking a detail-oriented and strategic Payroll and Accounts Payable Specialist to take the lead in managing and optimizing our payroll operations. This dynamic role is ideal for a payroll professional who values accuracy, compliance, and continuous process improvement—qualities that resonate with our dynamic team at Performance Home Medical, a leading medical supply company.

We’ve got a fun, positive, performance-oriented team and we offer a competitive salary with a great career path.

POSITION SUMMARY: 

The Payroll & Accounts Payable Specialist is responsible for the accurate, timely, and compliant processing of payroll and accounts payable functions, serving as a key contributor to the organization's financial and employee support operations. This role administers payroll through the Paycom platform while ensuring adherence to all applicable federal, state, and local regulations.

A significant focus of this position is assisting with the full accounts payable cycle, including processing invoices, verifying approvals and coding, maintaining vendor records, reconciling vendor statements, resolving payment discrepancies, and ensuring timely and accurate disbursement of payments, while working closely with internal departments and external vendors to maintain strong relationships and support efficient financial operations.

In addition to payroll and accounts payable responsibilities, this role will assist with employee benefits by coordinating enrollments and status changes, processing benefit deductions, monitoring employee eligibility, reconciling benefit-related accounts, and assisting with annual open enrollment activities. The Payroll & Accounts Payable Specialist maintains accurate payroll, benefits, and vendor records while ensuring compliance, confidentiality, and exceptional customer service for employees and vendors alike.

Job Duties and Responsibilities include the following. Other duties may be assigned.

Payroll Processing & Administration

• Manage end-to-end payroll processing on the Paycom platform for all employees (e.g., full-time, part-time, salaried, hourly).
• Review and validate time and attendance data, including overtime, vacation, and leave accruals
• Administer special payroll runs (e.g., bonuses, commissions, termination pay) as needed.

Accounts Payable Support

• Provide support to the Accounts Payable function by assisting with invoice review, vendor maintenance, and payment processing activities to ensure accuracy and timeliness.
• Assist in resolving vendor inquiries, reconciling statements, and researching invoice or payment discrepancies in partnership with the Finance team.
• Maintain organized accounts payable records and provide backup support for critical AP processes, including month-end close and audit-related activities.

Paycom System Utilization

• Serve as the primary subject matter expert for payroll, timekeeping, tax management, reporting.
• Manage system integrations and data processing between payroll, benefits, retirement plans, and other HR systems.
• Analyze, troubleshoot, and resolve Paycom-related issues, partnering with internal stakeholders and Paycom support to ensure timely resolution.
• Assist with system upgrades, implementations, and ongoing enhancements to improve functionality and support organizational needs.
• Develop, maintain, and distribute payroll, benefits, and workforce reports to support business operations, and audits.

Benefits & 401(k) Administration

• Assist with employee benefit programs, including medical, dental, vision, life, disability, health savings accounts (HSA), and voluntary benefit offerings.
• Reconcile benefit invoices and payroll deductions to ensure accuracy and compliance with plan requirements.
• Assist with the company's 401(k) plan, including employee enrollments, contribution changes, loan repayments, eligibility tracking, and distribution processing.
• Support annual audits and retirement plan compliance activities in partnership with vendors and advisors.

Compliance & Regulatory

• Ensure payroll, benefits, and retirement plan administration comply with all applicable federal, state, and local laws and regulations, including FLSA, ERISA, ACA, COBRA, HIPAA, and applicable tax requirements.
• Maintain current knowledge of payroll, benefits, and retirement plan regulations, implementing process and system changes as required.
• Review and submit payroll tax filings and regulatory reports accurately and within established deadlines.
• Coordinate compliance activities related to employee benefits and retirement plans, including audits, annual filings, and required employee communications.
• Conduct regular audits of payroll, benefits, and retirement data to ensure accuracy, compliance, and strong internal controls.
• Develop and maintain documentation, policies, procedures, and records supporting payroll, benefits, and retirement plan administration.
• Administer and monitor Affordable Care Act (ACA) compliance activities, including employee eligibility tracking, reporting requirements, and the preparation and filing of Forms 1094-C and 1095-C to ensure regulatory compliance.

Reporting & Analysis

• Generate regular payroll reports (e.g., labor costs, tax liabilities) for management review.
• Conduct payroll reconciliations, ensuring accurate general ledger entries.
• Identify trends or discrepancies in payroll data, recommend improvements, and implement corrective measures.

Policy & Procedure Development

• Collaborate with HR and Finance to develop and update payroll policies, ensuring clear guidelines for employees and management.
• Document standard operating procedures (SOPs) for payroll processing and Paycom usage.

Team Leadership & Collaboration

• Partner with HR, Finance, and department managers to address payroll-related questions or concerns
• Coordinate with external auditors and regulatory bodies during audits or reviews.

Continuous Improvement

• Monitor best practices in payroll management, specifically focusing on Paycom enhancements.
• Suggest and implement process improvements to increase efficiency, accuracy, and employee satisfaction.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Essential Skills: To perform the job successfully, an individual should demonstrate the following:

• Adaptability - Accepts and applies feedback. Adapts to changes in the work environment. (Different clinical settings, client changes, supervisor changes, etc.). Changes approach or method to best fit the situation within guidelines and direction from supervisor. Manages competing demands. (Prioritizing responsibilities)

• Professionalism - Arrives and begins work prepared and on time.  Keeps absences within guidelines. Schedules time off in advance. Keeps commitments.  Completes tasks within required guidelines. Displays positive outlook, pleasant manner, and professional appearance. Establishes and maintains effective relations.  Works actively to resolve conflicts.
• Commitment to Quality– Competent in required job skills and knowledge. Displays understanding of how their actions and job affects others. Exhibits ability to learn and apply new skills. Keeps abreast of current developments. Uses resources effectively. Looks for and takes advantage of opportunities. Pursues training and development opportunities. Seeks feedback to improve performance, asks for help when needed. Strives to continuously build knowledge and skills. Seeks increased responsibilities.
• Teamwork – Balances team and individual responsibilities. Contributes to building a positive team spirit.   Puts success of team above own interests. Works cooperatively in group situations in commitment to changing the world for children with autism.
• Communication - Exhibits good listening and comprehension. Expresses ideas and thoughts respectfully in verbal and written form. Keeps others adequately informed. Selects and uses appropriate communication methods. Edits work for spelling and grammar. Presents numerical data effectively. Varies writing style to meet needs. Writes clearly and informatively.

EDUCATION AND/OR EXPERIENCE:

• Education/Experience: Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.  3+ years of payroll experience, including at least 1 year of direct experience managing or administering payroll via Paycom.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Certificates and Licenses: Certified Payroll Professional or Fundamental Payroll certification preferred
• Valid State Driver’s license in residing state.

OTHER SKILLS AND ABILITIES:

• Language Ability: Read, analyze and interpret business, professional, technical or government documents.  Write reports, business correspondence and procedure manuals.  Effectively present information and respond to questions from managers, clients, customers and the public
• Mathematical Ability: Comprehend and apply principles of advanced calculus, and algebra.
• Reasoning Ability: Define problems, collect data, establish facts, and draw valid conclusions. Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Computer Skills: Expert in Microsoft Office (Word, PowerPoint, Outlook, Chrome, Internet Explorer, SharePoint). Expertise in the implementation and optimization of Payroll Platforms.
• Travel Requirements: Traveling as needed within region/territory. Have reliable means of transportation. Meet requirements of our Motor Vehicle policy.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.