Payroll Specialist

Payroll 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 Ortho Med 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 considered2+ 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…