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Payroll Clerk/HR Assistant

Job Description 

Department: Human Resources

Job Title: Payroll Clerk/Administrative Assistant

Classification: Non-Exempt

Reports To: Director of Human Resources

Position Description:   This position exists to perform work related to matters concerning Payroll and employee benefits, record keeping of personnel files and new employee orientation. 

Supervisory Responsibilities: None

Essential Job Functions:         

Responsible for the preparation and processing of semimonthly payroll for employees; review and ensure accuracy of approved timesheets; track and deduct all garnishments and other special payroll deductions. Responsible for the coordination efforts between payroll, human resources, budget and other departments to ensure proper flow and maintenance of employee data (including preparation/distribution of detailed reports, e.g. labor, overtime, leave balances, head count, and retirement contribution reports.)

Overall supervision and direction of the departments –0%

Coordination efforts between payroll, human resources and other departments – 95%

  • Recruits applicants for all positions by placing classified ads in newspaper and other resources as necessary.
  • Performs reference checks on potential employees, by telephone or in writing.
  • Processes new employees for payroll and benefits; informs new employees of all pertinent information.  Conveys all necessary insurance information to employees, assists them with enrolling, and answers questions.
  • Assists in the implementation of personnel policies and procedures.
  • Maintains orderly, systematic employee records and files.
  • Maintains all necessary personnel records and reports, e.g., overtime report, vacation and sick time report.
  • Performs all aspects of payroll in a timely manner, e.g., correctly distributing employee hours to multiple departments to ensure proper financial reporting for productivity, reports payroll totals to CFO, etc.
  • Maintains tickler file to assure necessary computer updates for changes to employee benefits based on years of service and employment status such as vacation and holiday accruals.
  • Reports employee benefits payable to HR Manager to ensure reconciliation is up to date.
  • Monitors employee benefits payable accounts and investigates any discrepancies.
  • Prepares necessary reports for auditors.
  • Is knowledgeable of both State and Federal Employment laws and works closely with HR Director to ensure observance of such laws.
  • Prepares and files all required reports, such as 941 Federal Tax report, Kansas Unemployment report, W2’s, State taxes, Unemployment etc.
  • Coordinates with Employee Health Nurse to complete necessary Pre-employment health procedures.

Continuous Professional Development – 5% 

  • Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.
  • Participates in hospital meetings and services organizations as required.
  • Participates in meetings regarding information related to current affiliations with purchasing groups.


Position Specifications


Qualification Requirements:

 To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.


Education and/or Experience:

Bachelor’s Degree: Preferred

Associates Degree: Preferred

High School Diploma: Required

Experience: Must have experience and skills with computers, including Microsoft Excel, Microsoft Word and the internet. A general knowledge and understanding of Payroll and Benefits processing is preferred, but not required.

Certificates, Licenses, Registrations: None required but any held applicable to the position description will be                                      evaluated.


Reasoning Abilities:

·         Ability to work effectively with all levels of management and employees.

·         Ability to deal effectively with applicants and referral sources. 

·         A self-starter with good people and communication skills. 

·         Attention to detail is essential. 

·        Ability to work independently and be highly organized and efficient. 


Temperament: Must be friendly and helpful yet exhibit professionalism as this is a service department and everyone is our customer. 


Working Conditions:

  • Subject to many interruptions
  • Indoor, general hospital environment

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         Requires extended periods of time, sitting and/or standing.

·         May be required to lift up to 30 lbs, such as files, cases of paper, etc.


·         Sitting in a normal seated position for extended periods of time.


·         Requires reaching by extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.   


·         Ability to see within normal parameters to use computer terminal and verify accuracy of written material.


·         Ability to hear within normal range.

·         Ability to move about.

Terry Chastain,
Jun 11, 2012, 11:06 AM