Payroll Specialist

DescriptionPayroll Specialist Job Description

Department: Human Resources

Reports To: Payroll Manager

Location: On-site, Dallas, TX

Classification: Full-time, Non-exempt

Position Overview

The Payroll Specialist supports the accurate and timely processing of payroll for OrthoMed Anesthesia’s employee and independent contractor clinical and administrative staff across multiple sites and states. Working under the direction of the Payroll Manager, this role owns the day-to-day mechanics of the payroll cycle in Paycom, maintains payroll data integrity, and serves as a first point of contact for payroll questions from employees, contractors, and managers. The ideal candidate is detail-oriented, deadline-driven, and comfortable working in a fast-paced, multi-state healthcare staffing environment.

Key Responsibilities

Process bi-weekly, off-cycle, and ad hoc payroll in Paycom for W-2 employees and 1099 contractors across multiple states, under the review and approval of the Payroll Manager
Collect, audit, and reconcile timekeeping data, including shift differentials, on-call pay, overtime, call-back pay, stipends, and per diem, prior to each payroll run
Enter and verify new hires, terminations, pay rate changes, direct deposit updates, tax withholding elections, garnishments, and benefit deductions in Paycom
Review pre-processing payroll registers and exception reports to identify and correct errors before submission
Respond to payroll inquiries from employees, contractors, and managers professionally and within established turnaround times; escalate complex issues to the Payroll Manager
Research and resolve payroll discrepancies, including missed hours, incorrect rates, and retroactive adjustments
Assist in preparing payroll reports, journal entry support, and reconciliations for the Finance department
Support multi-state payroll tax compliance, including new state registrations, tax notices, and quarterly and annual filings
Assist with year-end processes, including W-2 and 1099 preparation, review, and distribution
Maintain accurate, organized, and confidential payroll records in accordance with company policy and applicable regulations
Coordinate with HR team members to ensure employee records and status changes are reflected accurately and timely in Paycom
Assist in developing Paycom training materials and provide first-level system support to employees and contractors
Identify opportunities to improve payroll processes and recommend solutions to the Payroll Manager
Other duties as assigned

Qualifications

Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field preferred; equivalent experience considered
2+ years of hands-on payroll processing experience; multi-state experience strongly preferred
Proficiency with HRIS/payroll systems required; Paycom experience strongly preferred
Working knowledge of federal, state, and local payroll tax laws, wage and hour regulations, and FLSA requirements
Experience processing payments to both W-2 employees and 1099 independent contractors is a plus
Healthcare or staffing industry payroll experience is a plus
Intermediate Excel skills (pivot tables, VLOOKUP/XLOOKUP, data validation)
High degree of accuracy and attention to detail with the ability to meet firm deadlines
Strong, positive communication and customer-service skills when working with clinicians and staff across multiple locations
Demonstrated ability to handle sensitive and confidential information with discretion
Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) is a plus

Multi-State Payroll Considerations

As a Payroll Specialist for a multi-state healthcare staffing company, this role must be familiar with:

State-specific tax regulations: Apply varying state income tax withholding, reciprocity, and local tax rules
Wage and hour laws: Comply with differing minimum wage rates, overtime rules, and pay frequency requirements across states
Paid leave policies: Track diverse state and local sick leave and paid time off requirements
Reporting requirements: Meet state-specific payroll reporting and filing deadlines
Unemployment insurance: Manage differing state unemployment tax rates and wage bases
Garnishments and levies: Apply state-specific rules for wage garnishments and tax levies

Healthcare Industry Payroll Nuances

Shift differentials: Calculate additional pay for night, weekend, and holiday shifts
On-call and call-back pay: Manage compensation for clinicians required to be available outside scheduled hours
Overtime calculations: Apply complex overtime rules for healthcare workers
Per diem and stipends: Process payments for traveling and temporary clinical staff
Multiple job roles and rates: Handle clinicians who work at different facilities or in different capacities with varying pay rates
Worker classification: Maintain accurate distinction between W-2 employee and 1099 contractor payments