Payroll Administrative Assistant

Creative Solutions For Autism•Costa Mesa, CA

13d•Onsite

About The Position

The Payroll Assistant supports accurate, timely, and compliant payroll, scheduling, auditing, recordkeeping, and employee administration activities. This position reviews payroll and scheduling data, identifies and resolves discrepancies, maintains required documentation, and coordinates with administrative, operational, and Human Resources teams to support compliance with company policies and applicable requirements.

Requirements

High school diploma or equivalent.
Proficiency with Microsoft Office, including Excel and Word.
Strong attention to detail, organization, and analytical skills.
Ability to communicate clearly and professionally.
Ability to maintain confidentiality of employee, client, payroll, and company information.
Must have high school diploma
Must be at least 18 years of age
Must be computer literate
Must know: Excel, Word, Adobe
Must be well organized
Must have the ability to multi-task
Must have the ability to prioritize and adhere to strict deadlines
Must be an excellent team player
Must have the ability to problem solve/be a self-starter

Nice To Haves

Bachelor's Degree preferred.
Experience with payroll, scheduling, auditing, HRIS, EHR, practice management or billing systems.
Experience using Excel pivot tables, formulas, and reporting functions.
Administrative experience
Post-secondary education
Pivot Tables

Responsibilities

General Administrative Tasks
Client Schedule Auditing
Payroll and Schedule Auditing
Payroll processing support
Authorization and schedule documentation review
Reporting and compliance support
Human Resources administrative support
Review and audit client schedules and active funding sources weekly.
Review appointments, overlapping services, billing codes, service codes, and staff credentials for consistency with funding source requirements.
Communicate, resolve, and correct discrepancies.
Review and audit employee schedules to ensure payroll, scheduling, meal period, overtime, mileage, travel time, pay codes, and other company policy requirements are accurately documented and compliant.
Monitor schedule rendering and schedule locking activities by running reports, following up on outstanding items, maintaining records, and taking appropriate corrective action as needed.
Coordinate with employees, scheduling staff, audit personnel, supervisors, and other departments to resolve scheduling discrepancies, verify missing or incomplete data, and ensure timely processing of schedule updates.
Generate, analyze, and maintain scheduling, rendering, locking, payroll, and compliance reports, including specialty program schedules as assigned.
Respond to employee inquiries related to payroll, scheduling, rendering, and schedule-lock requirements, and provide administrative support for schedule and cancellation processing when needed.
Review allocation requests and identify the request, the service type, the client it applies to, and what billing modifiers are being changed.
Verify the client has hours available to transfer and review the funding source authorization.
Ensure the monthly or total hours are calculated correctly and that hours are available prior to changes.
Review, update, and ensure clarity of the new hire documents in the employee files and follow up on any needed documentation.
Add New Hires to the Company’s Electronic Health Records and Practice Management Platform.
Add New Hires to the Company’s Payroll system.
Input and audit new hire information, payrates and pay codes, tax selections, benefit hours, and EEO in the company systems, Attach and upload documents to the applicable company system and input expiration dates.
Review and audit the I-9 form and ensure the accuracy of information on the form compared to the documents that are on file.
Update the new hire flow chart according to what is in the employee’s file and what information has been inputted and reviewed.
Update Monday training schedule in the applicable company system.
At end of training weeks, audit that MBW and CPR has been added to employee’s file and applicable company system.
Assist with payroll processing, payroll adjustments, and year-end payroll activities in accordance with established schedules, procedures, and applicable wage and hour laws.
Review timekeeping, attendance, scheduling, payroll, and employee data to ensure accuracy, completeness, and compliance prior to payroll processing.
Generate, analyze, and maintain payroll, overtime, leave, schedule rendering, schedule lock, compliance, and management reports, and follow up on discrepancies as needed.
Process and maintain payroll-related records, including approved hires, terminations, pay rate changes, reimbursements, manual checks, and other payroll updates.
Investigate and resolve payroll discrepancies, respond to payroll inquiries, and coordinate with Human Resources regarding employee status changes, benefits administration, and related payroll matters.
Support payroll audits, compliance reviews, management reporting, and other payroll-related administrative functions.
Maintain client records and authorizations, including approved status changes, activations, terminations, and access updates.
Archive expired authorizations and ensure client information is accurate, current, and properly documented within company systems.
Provide backup support for Incident Reports, including after-hours incident reporting, workers' compensation documentation, treatment authorizations, employee support resources, related recordkeeping, and communication with Human Resources while maintaining confidentiality of protected information.
Assist with management of the RBT Department Inbox and tracking of employees pursuing RBT certification, including training completion, competency assessments, certification applications, examination timelines, supervision requirements, renewal deadlines, compliance monitoring, and maintenance of audit-ready documentation.
Serve as a liaison between employees, supervisors, Human Resources, and other departments regarding certification, compliance, documentation, and related follow-up activities.
Provide backup support for Staff Cancellations, including managing cancellation communications, coordinating schedule updates, assisting with absence-related payroll coding and documentation, maintaining accurate records, and communicating trends or concerns to management as appropriate.
Monitor deadlines, maintain records, provide follow-up communications, and support compliance-related administrative activities in accordance with company policies and applicable requirements.