Payroll Coordinator

Position Summary
The Payroll Coordinator – Anesthesia Services serves a critical role in ensuring accurate, timely, and compliant payroll processing for anesthesia providers and corporate staff across multiple locations. This position functions as a key liaison between providers, operations leadership, finance, and third-party payroll platforms. The Payroll Coordinator is responsible for managing payroll across multiple systems (Paychex and Paycom), resolving discrepancies, supporting audits, and ensuring providers and corporate employees are paid correctly based on schedules, contracts, and compensation structures.

Responsibilities

Payroll Processing & Administration

• Prepare, process, monitor, and reconcile payroll for W-2 employees and 1099 contractors across multiple payroll systems (Paychex and Paycom).
• Ensure accurate calculation of hours, shifts, call pay, stipends, differentials, bonuses, and other compensation elements specific to anesthesia services.
• Validate payroll inputs against approved schedules, timekeeping data, contracts, and employee/provider agreements.
• Manage payroll for multiple sites with varying pay rules, facility requirements, and provider compensation structures.
• Identify, research, and resolve payroll discrepancies promptly, escalating issues to management when needed.
• Process off-cycle payrolls, corrections, and adjustments as required.

Provider & Stakeholder Support

• Serve as the primary payroll point of contact for administrative staff and employed CRNAs and Physicians regarding payroll questions, deductions, and payments.
• Communicate clearly and professionally with employees regarding pay timing, discrepancies, and required documentation.
• Partner closely with scheduling, operations, finance, and leadership to ensure payroll aligns with staffing plans and facility coverage.
• Support new employee onboarding by ensuring payroll setup, tax forms, payment preferences, and system access are completed accurately and timely.

Compliance, Reporting & Controls

• Maintain compliance with federal, state, and local wage and hour regulations, including multi-state payroll requirements.
• Ensure compliance with internal controls, company policies, and the Company’s Healthcare Compliance Program.
• Assist with audits, payroll reporting, and internal reviews as requested.
• Generate payroll reports and summaries for leadership, including variance analysis and payroll trend insights.
• Maintain accurate payroll records, documentation, and system files with a high level of confidentiality.

Systems & Process Improvement

• Maintain payroll data integrity.
• Identify opportunities to streamline payroll workflows, reduce errors, and improve efficiency.
• Support system updates, testing, and payroll-related projects with minimal oversight.
• Collaborate with management on special projects related to payroll, compensation, or operational improvements.

Core Competencies

• Communication: Speaks clearly and professionally; listens actively; responds promptly and effectively to questions from employees and leadership.
• Customer Focus: Demonstrates courtesy, discretion, and sensitivity when handling payroll-related concerns; builds trust with employees.
• Attention to Detail: Demonstrates accuracy and thoroughness; consistently monitors work to ensure payroll precision.
• Accountability: Takes ownership of payroll responsibilities; meets deadlines; follows through on commitments.
• Problem Solving: Identifies payroll issues proactively and brings thoughtful solutions to management.
• Adaptability: Able to manage changing schedules, compensation models, and system requirements in a dynamic healthcare environment.

Physical Requirements and Skills

• Proficiency in computer software, including but not limited to Paychex, Paycom, PowerBI, MSS, and Microsoft Office Suite (Excel proficiency required).
• Strong data entry, reconciliation, and reporting skills.
• Evidence of medical terminology proficiency preferred.
• Prolonged periods sitting at a desk and working on a computer.

Work Experience and Education

• Required: High School Diploma or equivalent.
• Preferred: Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Experience:
• 1–3 years of payroll, accounting, or administrative experience, preferably in healthcare or multi-site environments.
• Experience processing payroll for both W-2 employees and 1099 contractors strongly preferred.
• Prior experience with Paychex or Paycom highly desirable.