Payroll Coordinator

About Us

Spear Physical and Occupational Therapy is the nation’s leading outpatient practice. With more than 60 clinics in the New York Tri-State Area and 25 years of experience, Spear provides unmatched access to physical and occupational therapy services. Spear’s reputation for excellence has been recognized by top medical, academic, and business communities, including accolades such as being named the nation’s top physical therapy practice twice by the American Physical Therapy Association and WebPT.

Learn more about Spear’s history of excellence at

The Payroll Coordinator plays an essential role in shaping our employee experience by serving as a trusted resource for all payroll-related matters. This position is responsible for the precise and timely execution of our weekly and bi-weekly payrolls. The role will support the complete payroll cycle for their designated regions/area, ensuring compliance with State regulations, and meet all critical deadlines. Success in this role centers on a keen eye for detail, the ability to anticipate needs, and a proactive approach to problem-solving.

• Conduct thorough reviews of employee timesheets to identify and resolve errors related to missing punches, overtime, job coding, and PTO entries.
• Manage the accurate input of payroll data, including exception reports and adjustments for new hires, terminations, Leaves of Absence, and variable pay (Incentive payments, PRP, bonuses, reimbursements).
• Process and verify changes to employee records, including 401(k) contributions and other benefit deductions.
• Assist in running weekly payroll and provide essential coverage for the team as needed.
• Prepare and distribute payroll preview reports to managers by 12:00 PM on Monday of each pay week.
• Track and collect managerial approvals by 2:00pm on Tuesday, ensuring all discrepancies are addressed.
• Incorporate final adjustments and submit the finalized payroll for processing by the 3:00 PM Wednesday deadline.
• Run routine audit reports, like payroll registers and missing punch reports, to maintain data integrity.
• Serve as the primary point of contact for employees and managers, providing clear and helpful answers to payroll inquiries and assisting with timesheet approvals.
• Monitor pending PTO requests and coordinate with managers to ensure they are approved in a timely manner.
• Manage stop payment requests and collaborate with employees and the finance department to resolve any payment issues.
• Handle and organize all incoming mail for the HR/Payroll department.

• One year of experience in an administrative, payroll, or human resource’s role.
• Experience with a payroll/HRIS system is a plus (Dayforce is preferred but not required).
• Comfortable using all MS Office products, with proficiency in Excel.
• Special attention to detail and time management skills; ability to stay highly organized and focused with high volume of varying tasks.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.
• Focus on Accuracy: ensuring data integrity and minimizing errors.
• Organized and capable of effectively managing a high volume of tasks and deadlines.
• Partner with HR and Benefits to ensure accurate pay on weekly and biweekly payroll based on approved leave schedules and exception reports.
• An eagerness to learn, anticipate needs, and take initiative to solve problems.
• Excellent communication as evidence by responding to all inquiries and requests within 24 hours, providing clear information for a first call / email resolution and always exercising a high degree of confidentiality and discretion.

• Competitive compensation and benefits, including mental health support and professional development opportunities.
• Mental health benefits, including paid time off and support services through Journey Live & an employer-sponsored EAP program.
• Medical, Dental, Vision Benefits, and Commuter FSA Plan.
• 401(K) Safe Harbor Match:
  Spear will make a matching contribution equal to 100% of the first 3% of annual compensation, plus 50% of the next 2% of annual compensation. The total Spear matching contribution will not exceed 4% of your annual compensation.
• Generous paid time off, including PTO, Floating Holidays, Company Holidays, and Mental Health days.
• Commuter FSA Plans – pretax savings plans for travel to and from work.
• Employee Perks: discounted rates for entertainment, travel, fitness, insurance plans, etc. Gym membership discounts with Blink & Crunch Fitness.
• Company Events:
  Annual Summer Picnic and Holiday Awards Celebration.

$50,000 - $55,000 a year

The ideal candidate will embody SPEAR's core values of Service, Passion, Empathy, Accountability, Respect, Impact, and Teamwork. You put people first and help teammates and patients become the best versions of themselves.

SPEAR Physical Therapy is an equal opportunity employer committed to diversity in the workplace.