Hospital Payroll and Scheduling Specialist

University of Utah Health•Salt Lake City, UT

About The Position

This position is responsible for payroll reporting and scheduling for nursing departments within University of Utah Health. The specialist follows organizational payroll practices and applicable federal and state timekeeping laws. The role handles confidential team member and organizational timekeeping information and does not provide direct patient care. The specialist supports payroll close and staffing operations by maintaining schedules and timekeeping records, validating time card exceptions, applying pay codes and unit transfers, reconciling labor data, and resolving payroll discrepancies. The role works collaboratively with nursing leadership, the Centralized Staffing Office, Campus Payroll, Human Resources, managers, and employees. It also supports appropriate system use through training, reporting, audits, and communication about payroll and scheduling practices.

Requirements

Associate's degree or equivalent.
One year of experience in Kronos Scheduling and Payroll, or equivalent.
Ability to perform the essential functions of the job.
Ability to work professionally and collaboratively with all levels of the organization.
Knowledge of Kronos timekeeping, scheduling, and reporting.
Advanced proficiency with worksheets and data analysis.
Knowledge of basic accounting and financial principles.
Ability to work with more than one computer screen.

Nice To Haves

Experience in a hospital or clinical setting.

Responsibilities

Handle confidential and sensitive team member and organizational timekeeping information.
Train and support staff and managers on scheduler use, time clocks, daily roster documentation, employee exception submissions, email exception formats, and Kronos approval and sign-off.
Reconcile and edit daily schedule changes and time card data for multiple departments, and prepare time cards for final payroll close.
Manage initial schedule posting for multiple nursing units and staffing according to the budgeted Staff Utilization Grid and skill matrix.
Collaborate with Nursing Leadership and the Centralized Staffing Office on daily staffing, schedule posting, and final validation for accuracy and labor efficiency.
Collect and validate time card exception documentation, including missed punches, and notify managers and employees of discrepancies as needed.
Enter Kronos data, including unit transfers and pay codes.
Reconcile productive and non-productive hours for nursing finance and post departmental labor dollars.
Designate and apply pay codes for employees with multiple jobs and/or rates of pay.
Research and resolve team member and system problems with operations leadership, Campus Payroll, and Human Resources.
Communicate with Payroll and Human Resources to resolve pay issues.
Identify and report non-compliance with pay and scheduling practices and policies to appropriate personnel, including leadership, Payroll, and Human Resources.
Serve as a Human Resources liaison for employees and managers regarding active FMLA, Military, and Paid Administrative Leave cases and pay-code application.
Prepare time card approval, retroactive pay, and schedule reports for managers and nursing directors.
Participate in departmental internal audits to ensure proper system utilization.
Research and resolve payroll discrepancies, including underpayments, overpayments, and payments with incorrect codes or accounts.
Prepare retroactive payments and ESL/PTO adjustments for processing at the main payroll level.
Coordinate with employees and nursing managers to verify required signatures and submit items to Campus Payroll for final processing.
Process Additional Compensation requests and obtain required signatures for processing at the main payroll level.
Review and reconcile weekly account charges.
Review and reconcile departmental final labor reports and perform reallocations for nursing units as requested.