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Payroll & HR Administrator
Job Description
Job Title: Payroll & HR Administrator
Reports To: Finance & Administrative Manager
Shift: Full-Time, approximately 40 hours/week
Profile
The Payroll & HR Administrator supports the Finance & Administrative Manager and CEO by managing all aspects of bi weekly payroll, maintaining accurate employee records, coordinating benefits, and assisting with accounts payable/receivable. This role ensures timely, compliant payroll processing; supports hiring, onboarding, and employee status changes; and upholds strong accounting and HR practices that reinforce Prairie Home Hospice’s mission and team-centered culture.
Essential Duties and Responsibilities
Payroll/Accounting:
- Process bi-weekly payroll, including downloading and reviewing timesheets from RTasks and KanTime.
- Verify hours, bonuses, shift differentials, PTO, mileage, and overtime.
- Resolve payroll discrepancies in collaboration with the Clinical Director and CEO.
- Maintain accurate benefit and deduction information for all employees.
- Ensure direct deposit payroll is completed on schedule for Friday pay dates.
- Manage wage garnishments and required state/county reporting.
- Coordinate benefit enrollments and terminations with providers.
- Track PTO accruals, usage, and rollover according to organizational policy.
- Assist with year-end payroll tasks, including W‑2 processing.
- Enter payroll and financial transactions into QuickBooks and maintain accounting controls aligned with nonprofit standards.
- Support the Finance & Administrative Manager with monthly reconciliations, AP/AR, filing, and routine accounting tasks.
- Perform regular database backups to secure financial information.
- Stay current on accounting standards and federal/state payroll regulations.
- Assist with annual audits and state facility audits.
Human Resources:
- Partner with the CEO and Management Team to identify staffing needs and post open positions.
- Guide and support the hiring process to ensure compliance with agency policies and employment laws.
- Coordinate new employee orientation, ensuring all required documents, background checks, and onboarding steps are completed.
- Work with Supervisors and the Quality Manager to ensure onboarding checklists are followed and documented.
- Maintain complete and accurate employee files, including performance reviews, status changes, and benefit information.
- Serve as the primary contact for employee benefit questions and provider communications.
- Review benefit-related and contracted vendor invoices.
- Coordinate annual benefit renewals and assist employees in understanding changes.
- Serve as the point of contact for workers’ compensation claims and employee injury reporting.
- Administer and track FMLA requests, approvals, and usage.
- Maintain working knowledge of federal and state labor laws and support the CEO in ensuring compliance.
- Assist with staff scheduling as needed.
Other Responsibilities
- Serve as backup to the Finance & Administrative Manager to ensure continuity of AP/AR and other financial functions during absences.
- Perform additional duties as assigned to support organizational operations.
Oganizational Expectations:
- At Prairie Home Hospice, we believe the highest quality of care for our clients and their families is achieved through strong teamwork. While each staff member and volunteer has a defined primary role, everyone shares a collective responsibility to support one another in ways that strengthen the team and enhance the services we provide. All employees are expected to foster a positive, collaborative work environment, which may at times require balancing individual responsibilities with the broader needs of the organization. As the needs of the organization evolve, roles and duties may be adjusted accordingly.
Apply today to find out more about this exciting career opportunity at Prairie Home Hospice & Community Care!
Prairie Home Hospice and Community Care is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.