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
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Process bi-weekly or semi-monthly payroll for facility employees, including hourly, salaried, and PRN staff
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Collect, review, and verify timekeeping records, shift differentials, overtime, and PTO
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Ensure compliance with wage and hour laws, union contracts (if applicable), and facility policies
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Maintain employee payroll records, including new hires, terminations, pay rate changes, and deductions
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Coordinate payroll tax filings, garnishments, benefits deductions, and retirement contributions
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Respond to employee payroll inquiries and resolve discrepancies promptly
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Prepare payroll reports for management, audits, and regulatory review
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Work closely with HR on onboarding, benefits, and compliance documentation
Accounts Payable
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Process vendor invoices accurately and timely, ensuring proper approvals and coding
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Match invoices with purchase orders and receiving documentation
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Maintain vendor files, W-9s, and ensure 1099 compliance
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Prepare and process weekly or monthly check runs and electronic payments
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Reconcile accounts payable sub-ledger to general ledger
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Respond to vendor inquiries and resolve billing discrepancies
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Assist with month-end close related to AP and accrued expenses
Compliance & Facility Support
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Maintain confidentiality of payroll, employee, and financial information in accordance with HIPAA and company policies
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Support audits, surveys, and regulatory reviews (state, federal, Medicare/Medicaid)
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Assist the Business Office Manager with budgeting, reporting, and special projects as needed
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Follow internal controls and accounting procedures specific to long-term care operations
Qualifications & Requirements
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Minimum 2–3 years of payroll and/or accounts payable experience (healthcare or SNF experience strongly preferred)
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Knowledge of labor laws, payroll taxes, and healthcare payroll practices
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Experience with payroll and accounting software
- Strong attention to detail and accuracy
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Ability to handle sensitive information with discretion
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Excellent organizational, communication, and time-management skills
