Hospital Payroll and Scheduling Specialist

University of Utah Health•Salt Lake City, UT

About The Position

This position supports Centralized Nursing Payroll by handling payroll reporting and scheduling for nursing departments. The role follows organizational payroll practices and applicable federal and state timekeeping laws and does not provide direct patient care. It works with confidential team member and organizational timekeeping data and collaborates with nursing leadership, the Centralized Staffing Office, Campus Payroll, Human Resources, managers, and employees to ensure accurate schedules, time cards, payroll, and labor reporting.

Requirements

Associate's degree or equivalency.
One year of experience in Kronos Scheduling and Payroll, or equivalency.
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.
Ability to meet the physical requirements with or without an accommodation; the position may involve exerting up to 10 pounds and moving objects.

Nice To Haves

Experience in a hospital or clinical setting.

Responsibilities

Work with confidential and sensitive team member and organizational timekeeping information.
Train and support staff and managers on the scheduler, 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 when needed.
Enter Kronos data, including unit transfers and pay codes.
Reconcile productive and non-productive nursing hours for nursing finance and post departmental labor dollars.
Designate and apply pay codes for employees with multiple jobs or rates of pay.
Research and resolve team member or 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.
Serve as a Human Resources liaison for employees and managers regarding active leave cases, including FMLA, military leave, and paid administrative leave, and the application of pay codes.
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 using incorrect codes or accounts.
Prepare retroactive payments and ESL/PTO adjustments for processing by main payroll; coordinate verification and signatures with employees and nursing managers and submit items to Campus Payroll.
Process Additional Compensation requests and obtain required signatures for main payroll processing.
Review and reconcile weekly account charges.
Review and reconcile departments' final labor reports and perform requested reallocations for nursing units.