Payroll Specialist, Intake

SUMMARY

The Payroll Specialist for Payroll Intake/Upload will effectively and accurately use automated methods and systems to access emailed timesheet and billing backup documentation from assigned mailboxes, apply macros to rename each document attachment, update tracking spreadsheet by brand as having received the data, distribute processed documentation back to the respective brand’s shared access area for Field payroll to process for payment. The Intake Specialist will also be tasked with upload of verified data in respective brand Bullhorn from Vendor Management Systems (VMS), Kronos (Montefiore) and ad-hoc special payments (holiday bonuses) into Bullhorn Time & Expense for processing in a timely manner.

RESPONSIBILITIES

• Collect and process documentation received from various Ingenovis brand Field payroll inboxes utilizing established processes and software and macros to complete accurate Intake to assist Field payroll in having timely documents to process, recording accurate receipts, sending feedback to clinicians with documents in error preventing full expected payment.
• Will be expected to handle Bullhorn File Management for assigned brands / assigned Bullhorn instances which includes:
  • handling the Extensions file for Match List and Time Off Policy updates as needed by brand as assigned,
  • pulling the Departments/Placements/Assignments report from BH Canvas to review and update before loading to ADP,
  • reviewing and updating the auto-produced EMP files from Bullhorn across all ADP fields to assure smooth importation into ADP WFN for Fastaff, Trustaff Phys Svc; similar file extraction and review process for Springboard, HCS for Paycom and Paycor but returning to designated staff for import,
  • running required ADP Custom Reports after each EMP file is loaded (Status and File #),
  • using FileZilla or WinSCP to send the ADP reporting results back to the appropriate Bullhorn instance,
  • maintaining Time Off Policy assignments within ADP for Sick accruals by Ingenovis brand, running the Time Off Import Template by ADP Company Code and loading as Time Taken to update balances each week, then creating and loading the Ingenovis Health Accruals Balance report to BTE as well as a shared location for Front Office access by brand.
• Must be open to working Sunday-through-Thursday to provide timely document intake; may be asked to work Monday-through-Friday for Upload, off-cycle Intake, file processing, reporting and ticket research/resolution especially on Fridays or as-needed for backup for PTO.

• Tests and documents new and existing systems and processes that will aid in the overall functionality of the business.
• Develops internal working relationships across the business to drive growth, engagement, and results.
• Collaborates with cross-functional teammates, leaders, and stakeholders to strategically implement solutions to optimize our operations for our key partners and vendors.
• Works across all companies: Fastaff, USN, Trustaff, and other brands as needed.

• Performs additional duties as requested by management.

REQUIREMENTS AND EXPERIENCE

• The minimum education required for this position is a High School Diploma. Associates Degree or Bachelors Degree in accounting or business preferred.
• The minimum related experience required for this position is 1-3 years, preferably in an in-house payroll processing environment.
• Knowledgeable of payroll related practices including taxes and withholding.
• Working knowledge and experience working within Bullhorn and Bullhorn Time & Expense (BTE) preferred; ancillary understanding of Workday and ADP Wage Payments and associated systems such as SmartCompliance.
• One (1) year experience in a healthcare and/or staffing environment or related experience.
• Excellent communication skills, both written and verbal.
• Proven track record of forming strong internal relationships. 
• Computer literate with knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
• Good at following instructions and working independently.
• Excellent communication (written and verbal), organizational, time management skills are necessary.
• Must have high level of interpersonal skills to handle sensitive and confidential situations.

• Ability to maintain a calm and professional demeanor during high stress situations.
• Effective prioritization & multi-tasking skills and the ability to work in fast-paced environment with the objective of meeting company performance expectations.
• Ability to develop and maintain business relationships.
• A disposition to function in a team environment and to maintain confidentiality.
• Ability to use tact, discretion, and independent judgment to analyze and resolve work problems.
• Displays a strong sense of urgency with the ability to self-motivate and remain flexible.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Ability to use sensory skills to effectively communicate and interact with other employees and the public through use of the telephone, email, video conference and face to face contact.
• Ability to use manual dexterity, visual acuity and hearing acuity to effectively use and operate office related equipment such as but not limited to a computer, copier, scanner, camera, phone, headset, keyboard and mouse.
• Ability to sit for extended periods of time at a keyboard and workstation with low periods of reaching and standing.
• Ability to lift up to 15 pounds at times.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Ingenovis Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace.  We prohibit discrimination and harassment of any kind on the basis of race, color, national origin, religion, gender, gender identity, sexual orientation, disability, genetic information, pregnancy, age, or any other protected status set forth in federal, state, or local laws.  This policy applies to all employment practices within our organization.

RESERVATION OF RIGHTS

Essential functions contained within this job description are listed above; they are subject to change at any time due to reasonable accommodation or other reasons set forth by management.   

SIGNATURE

Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position.

Employee Name:
Employee Signature:
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Compensation Range

Benefits include: health, dental, vision, FSA/HSA, company-paid life insurance, 401K with discretionary match, paid time off, paid parental leave, and tuition reimbursement.