Payroll Clerk

Job Definition

This position reports directly to the Human Resources Director and plays a key role in processing payroll and accounts payable. Additionally, the position provides essential administrative support to the District, assisting with various office and administrative tasks to ensure smooth day-to-day operations.

Job Duties

Administrative Duties:

• Serve as reception for the District Administrative Office by answering general inquiries and greeting guests and customers.
• Read, research, and route correspondences.
• Store existing documents and ensure their longevity.
• Assist with tech support inquiries by routing questions and inquiries and obtaining approvals where required
• Assist with various administrative tasks, including filing, scheduling, correspondence, data entry, and document preparation.

Payroll:

• Enter new employees and employee changes, deductions, and tax data into Tyler ERP Pro 10
• Collect and review employee timesheets, ensuring accuracy of reported hours, overtime, and any adjustments for absences, vacation, or sick leave.
• Ensure proper classification of employee work hours, including regular, overtime, and special pay categories.
• Verify all payroll data aligns with the company's payroll policies, including applicable state and federal regulations.
• Process payroll for all employees, ensuring timely distribution of paychecks or direct deposit.
• Generate and distribute pay stubs and any relevant payroll reports for employees.
• Assist with the preparation of year-end payroll reports, including W-2 forms for all employees.
• Investigate and resolve issues related to missed or incorrect payments, deductions, or overtime.
• Maintain accurate and up-to-date payroll records, ensuring they are compliant with legal requirements for record retention.
• Prepare and distribute regular payroll reports to management, summarizing payroll expenses and providing analysis as requested.

Accounts Payable

• Collect approved expenditures and generate warrants (accounts payable) using artificial intelligence and Tyler ERP Pro 10
• Work directly with vendors to collect invoices
• Submit payments for approval

Board Recording Secretary

• Work with the Superintendent to manage all Board Meeting documents, execute documents, and when necessary, liaise with notaries.
• Prepare, display, and publicly produce notices of Hospital District Board Meetings as required by law.
• Attend, manage telecommunications, record, and draw up minutes of all Board Meetings.

Complete all other duties assigned, including but not limited to:

• Scheduling travel arrangements for management staff
• Checking the mail and routing mail to appropriate personnel, if necessary
• Answering the phone
• Provide administrative support and coverage for team members during absences or as needed to ensure continuity of operations.

Minimum Experience Requirements

• Administrative experience
• Willingness and desire to collaborate with District employees on larger projects
• Willingness to use artificial intelligence (AI) and other computer softwares
• Ability to learn multiple computer programs and web applications
• Self-motivation: this job requires a lot of independent work and activity
• Administrative and professional writing and proofreading skills
• Ability to communicate verbally
• Flexibility with 1-3 days per month (on average) of afterhours or irregular work hours
• Able to work within an occasionally hectic work environment
• Organizational ability and multitasking
• Knowledge of remote conferencing software and calendar tools

Preferred Experience

• Associate degree or bachelor’s degree
• Previous experience with Tyler ERP Pro 10 Finance Software
• Previous experience with payroll processing
• Previous experience with accounts payable
• Familiarity with the EMS, healthcare, public health, assisted living and/or public safety

Working Environment

This position is located in an administrative office with occasional visits to other District offices. All applicants must be able to regularly move up to 30 pounds and occasionally move more than 50 pounds; must be able to traverse an average of one mile daily and spend long periods of time stationary; must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

Labor Laws and Working Conditions

San Juan County Public Hospital District No. 1 is an equal employer under U.S. federal law. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. All applications are screened with the aforementioned information removed to ensure that applications are reviewed equally and fairly. Women, veterans, and minorities are encouraged to apply for this position.

The Rehabilitation Act protects qualified individuals from discrimination based on disability in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment. San Juan County Public Hospital District No. 1 will make reasonable accommodations for any hired employee.

This position is paid hourly, non-exempt and at will. Washington State Law requires all employees one ten-minute rest break every four hours, and a thirty-minute unpaid lunch period for any shift over six hours.