Payroll Coordinator / AP

Description

Position Summary

The Payroll Coordinator / Accounts Payable Specialist is responsible for accurately processing payroll and managing accounts payable functions for a skilled nursing facility. This role ensures compliance with federal, state, and healthcare-specific regulations while supporting smooth financial operations and timely vendor and employee payments.

Essential Duties & Responsibilities

Payroll Coordination

• Process bi-weekly or semi-monthly payroll for facility employees, including hourly, salaried, and PRN staff
• Collect, review, and verify timekeeping records, shift differentials, overtime, and PTO
• Ensure compliance with wage and hour laws, union contracts (if applicable), and facility policies
• Maintain employee payroll records, including new hires, terminations, pay rate changes, and deductions
• Coordinate payroll tax filings, garnishments, benefits deductions, and retirement contributions
• Respond to employee payroll inquiries and resolve discrepancies promptly
• Prepare payroll reports for management, audits, and regulatory review
• Work closely with HR on onboarding, benefits, and compliance documentation

Accounts Payable

• Process vendor invoices accurately and timely, ensuring proper approvals and coding
• Match invoices with purchase orders and receiving documentation
• Maintain vendor files, W-9s, and ensure 1099 compliance
• Prepare and process weekly or monthly check runs and electronic payments
• Reconcile accounts payable sub-ledger to general ledger
• Respond to vendor inquiries and resolve billing discrepancies
• Assist with month-end close related to AP and accrued expenses

Compliance & Facility Support

• Maintain confidentiality of payroll, employee, and financial information in accordance with HIPAA and company policies
• Support audits, surveys, and regulatory reviews (state, federal, Medicare/Medicaid)
• Assist the Business Office Manager with budgeting, reporting, and special projects as needed
• Follow internal controls and accounting procedures specific to long-term care operations

Qualifications

Qualifications & Requirements

• Minimum 2–3 years of payroll and/or accounts payable experience (healthcare or SNF experience strongly preferred)
• Knowledge of labor laws, payroll taxes, and healthcare payroll practices
• Experience with payroll and accounting software
• Strong attention to detail and accuracy
• Ability to handle sensitive information with discretion
• Excellent organizational, communication, and time-management skills