HR / Payroll Coordinator

CommonSpirit Health • Tacoma, WA

13h

About The Position

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area. Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth. Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care. We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose. We are seeking a highly skilled and experienced HR / Payroll Coordinator to join our dynamic team. This critical role ensures the accurate and timely processing of a wide range of payroll-related tasks, with a particular focus on complex union agreements, benefit calculations, and meticulous record-keeping. If you're a problem-solver who enjoys deciphering unique scenarios and ensuring everyone gets paid correctly and benefits are managed flawlessly, we encourage you to apply! This role is a cornerstone of our HR and Finance operations, demanding precision, proactive problem-solving, and a deep understanding of various regulations. Your responsibilities will include tasks such as: Requisition Management & Position Control Support: Act as the gatekeeper for all position requisitions, meticulously reviewing each for accuracy, adherence to work rules, appropriate shifts, and alignment with compensation guidelines. Master Infor to expertly post, approve, or reject requisitions, collaborating closely with Finance, Compensation, and Recruiting to ensure seamless workflow. Maintain a robust tracking system for all requisitions, from initial approval to final disposition. Accounts Payable (Complex Vendor Payments): Skillfully manage the entire lifecycle of vendor payments, from scanning and saving backup documentation to initiating check requests through our Finance Services portal. Utilize Lawson to push invoices for appropriate approvals, ensuring timely payment to our vendors. Proactively communicate with approvers to facilitate prompt processing of payments. Union & Benefit Deduction Mastery (A Core Specialty): RN Residency Bonus Management: Track, determine, and process payouts for our RN Residency Completion program, including meticulous research and verification of department, FTE, and pay level. SEIU Smart Notes & Dues: Monitor rehires for SEIU members, ensuring timely setup of union dues and utilizing Infor for employee change and transfer reports. SEIU Training Fund: Produce crucial reports to determine biweekly payments to the SEIU Training Fund for multiple facilities, managing communications with Accounting and SEIU. Certification Issues: Maintain a weekly Cert Book, auditing credential reports, opening cases, and collaborating with managers and HRBPs to correct positions and request retro certification pay. Multi-Union Billing & Remittances (UFCW, IUOE, Teamsters): Become the expert for processing monthly and bi-weekly billing for a variety of union trusts and pension funds (UFCW, IUOE, Teamsters). Prepare detailed remittance reports, set up new members, adjust deductions based on FTE changes, and expertly resolve issues with trust administrators. Ensure timely payments to avoid penalties, proactively tracking "lost" checks with National Accounts Payable. Payroll Deduction Processing: Receive, code, and post daily deduction adds/changes for numerous unions (SEIU, UFCW, WSNA, IUOE, IAM, Teamsters), Foundation, and Pharmacy. Process pay period deductions for ALL unions, determining appropriate payments and submitting timely requests to Accounts Payable. Identify and resolve errors, process refunds/corrections, and foster strong relationships with union contacts. Maintain comprehensive documentation of union codes and setups. Auditing, Reporting & Record-Keeping: APIA Approvals: Efficiently manage invoice approvals in Lawson based on established thresholds. Audits: Be prepared to pull information, reports, and check requests as needed for various audits. Union Rosters & Wage Reports: Generate a multitude of reports including Union Hours Paid, Monthly & YTD Wages for SEIU and UFCW, and provide monthly wages to managers for reporting and budget needs. Perform detailed VLOOKUPs to identify new hires and terms on union rosters, ensuring accuracy of wages and deductions. Maintain meticulous logs for all reports generated. Donations & Payroll Updates: Process PTO & Annual Leave donations, verifying approvals, accrual balances, and sending detailed information to National each pay period. Accurately submit various forms (ZY14, ZY36, ZY39, ZY39_1) for employee deductions, bonuses, and pharmacy/IUOE pension deductions.

Requirements

• Minimum of 3-5 years of experience in a complex payroll or benefits role, with significant exposure to union environments and multi-faceted deduction management.
• Proven expertise in Kronos, Infor, Lawson, and other relevant HRIS/payroll systems.
• Exceptional attention to detail and accuracy – you catch what others miss!
• Strong analytical and problem-solving skills to troubleshoot complex issues and discrepancies.
• Excellent organizational and time management abilities to juggle multiple priorities and deadlines.
• Proficient in Microsoft Excel (VLOOKUPs, pivot tables, advanced formulas are a plus).
• Strong communication skills (written and verbal) to effectively interact with internal teams, external vendors, and union representatives.
• Ability to work independently and as part of a collaborative team.
• A proactive and resourceful mindset, always seeking ways to improve processes.
• A commitment to confidentiality and ethical handling of sensitive information.

Nice To Haves

• Experience with specific unions such as SEIU, UFCW, WSNA, IUOE, IAM, Teamsters.
• Knowledge of accounting principles related to payroll and accounts payable.
• Experience in a healthcare or large organizational setting.

Responsibilities

• Requisition Management & Position Control Support: Act as the gatekeeper for all position requisitions, meticulously reviewing each for accuracy, adherence to work rules, appropriate shifts, and alignment with compensation guidelines. Master Infor to expertly post, approve, or reject requisitions, collaborating closely with Finance, Compensation, and Recruiting to ensure seamless workflow. Maintain a robust tracking system for all requisitions, from initial approval to final disposition.
• Accounts Payable (Complex Vendor Payments): Skillfully manage the entire lifecycle of vendor payments, from scanning and saving backup documentation to initiating check requests through our Finance Services portal. Utilize Lawson to push invoices for appropriate approvals, ensuring timely payment to our vendors. Proactively communicate with approvers to facilitate prompt processing of payments.
• Union & Benefit Deduction Mastery (A Core Specialty): RN Residency Bonus Management: Track, determine, and process payouts for our RN Residency Completion program, including meticulous research and verification of department, FTE, and pay level. SEIU Smart Notes & Dues: Monitor rehires for SEIU members, ensuring timely setup of union dues and utilizing Infor for employee change and transfer reports. SEIU Training Fund: Produce crucial reports to determine biweekly payments to the SEIU Training Fund for multiple facilities, managing communications with Accounting and SEIU. Certification Issues: Maintain a weekly Cert Book, auditing credential reports, opening cases, and collaborating with managers and HRBPs to correct positions and request retro certification pay.
• Multi-Union Billing & Remittances (UFCW, IUOE, Teamsters): Become the expert for processing monthly and bi-weekly billing for a variety of union trusts and pension funds (UFCW, IUOE, Teamsters). Prepare detailed remittance reports, set up new members, adjust deductions based on FTE changes, and expertly resolve issues with trust administrators. Ensure timely payments to avoid penalties, proactively tracking "lost" checks with National Accounts Payable.
• Payroll Deduction Processing: Receive, code, and post daily deduction adds/changes for numerous unions (SEIU, UFCW, WSNA, IUOE, IAM, Teamsters), Foundation, and Pharmacy. Process pay period deductions for ALL unions, determining appropriate payments and submitting timely requests to Accounts Payable. Identify and resolve errors, process refunds/corrections, and foster strong relationships with union contacts. Maintain comprehensive documentation of union codes and setups.
• Auditing, Reporting & Record-Keeping: APIA Approvals: Efficiently manage invoice approvals in Lawson based on established thresholds. Audits: Be prepared to pull information, reports, and check requests as needed for various audits. Union Rosters & Wage Reports: Generate a multitude of reports including Union Hours Paid, Monthly & YTD Wages for SEIU and UFCW, and provide monthly wages to managers for reporting and budget needs. Perform detailed VLOOKUPs to identify new hires and terms on union rosters, ensuring accuracy of wages and deductions. Maintain meticulous logs for all reports generated. Donations & Payroll Updates: Process PTO & Annual Leave donations, verifying approvals, accrual balances, and sending detailed information to National each pay period. Accurately submit various forms (ZY14, ZY36, ZY39, ZY39_1) for employee deductions, bonuses, and pharmacy/IUOE pension deductions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed