Payroll Specialist

Position Summary:

The Payroll Specialist manages all aspects of the payroll and time management function for our organization. This role ensures accurate, timely, and compliant payroll processing for a diverse workforce, including hourly, salaried, and on-call clinical staff. Operating within a healthcare nonprofit environment, this position requires close collaboration with the People & Culture Department and a strong focus on multi-state tax compliance, regulatory adherence, and data integrity.

Essential Job Functions:

Payroll Processing & Administration

• Execute end-to-end bi-weekly payroll processing for all regular, part-time, and contracted staff.
• Review, verify, and reconcile timecards, shift differentials, on-call pay, and expense reimbursements.
• Work on all time data entry and evaluation for accuracy and completeness of regular time, vacation payout, salary, leave of absence, overtime, retirements, severance payments and retro. Manage earning codes for complex compensation structures specific to healthcare.
• Process special payroll adjustments, including garnishments, benefits deductions, FMLA and accurate PTO tracking.

Tax Compliance & Reporting

• Ensure strict compliance with local, state, and federal tax regulations, including multi-state taxation.
• Oversee the verification and filing of quarterly and annual payroll tax returns, W-2 generation, and 1095-C forms.
• Stay current on changing healthcare payroll laws, FLSA regulations, and nonprofit tax guidelines to mitigate organizational risk.
• Prepare and post payroll journal entries, including wages, employee withholdings, employer taxes, incentives, paid time off accruals and pension costs.
• Maintain and reconcile payroll-related ledger accounts, preparing standard reports for internal and external audits. Reconciliations include balance sheet accrual accounts, liability accounts and wage reconciliations.
• Complete and manage various reporting including timecard analysis to ensure proper staffing.

People & Culture Department & Cross-Functional Collaboration

• Partner closely with the People & Culture team to seamlessly process new hires, terminations, promotions, and changes to employee benefits or retirement contributions.
• Address and resolve employee inquiries regarding paychecks, deductions, and tax withholdings with high confidentiality and professionalism.
• Assist People & Culture and Finance leadership with budgeting workflows by providing accurate labor cost projections and historical payroll data.
• Serve as the primary contact for employee questions regarding paychecks, tax withholdings, and deductions.

Other Functions:

• Promotes the Mission, Vision, and Core Values of CORE.
• Maintains confidentiality of all employee and donor/recipient information.
• Perform other duties and special projects as assigned.

Required Education and Experience:

• Minimum of 5 years of dedicated payroll processing experience, preferably within a healthcare organization
• Associate’s degree in accounting, business or a related field required

Preferred Education and Experience:

• Bachelor’s degree in accounting, business,  or a related field preferred.

Work Authorization/Security Clearance Requirements

None

EEO Statement

CORE is proud to be an Equal Opportunity Employer (EEO), dedicated to building a work culture of integrity, compassion, and respect. As an EEO employer, we support an inclusive workplace where all can excel based on their merit, qualifications, experience, and job performance. We do not discriminate, tolerate harassment, or condone retaliation of any kind. 

Supervisory Responsibilities:

None