Payroll & Scheduling Coordinator

Location

Hansen-006

Description

This position is full-time, 40-hours per week. It is full-time benefit eligible.

Payroll & Benefit Coordinator

Come work where we specialize in you! We have nearly 2,000 reasons for you to consider a career with Prevea Health-they're our employees. We're an organization that values kindness, responsibility, inclusivity, wellness and inspiration. At Prevea, we provide continuous education, training and support so every member of the team contributes to our success. Together we are the best place to get care and the best place to give care.

JOB SUMMARY

The Payroll and Scheduling Coordinator plays a key role in supporting accurate and timely payroll

operations for the organization. This position is responsible for verifying and processing employee

information received from Human Resources and/or the automated time and attendance system,

maintaining payroll control records, and troubleshooting discrepancies to ensure payroll is administered

correctly. Additional responsibilities include recording hours worked, processing time records, assisting

with payroll calculations, and supporting the preparation of payroll disbursements. The Coordinator also

maintains accurate records of vacation, sick leave, and other time-off balances.

In this role, the individual serves as a resource for physicians, employees, and leaders by responding to

payroll-related inquiries in a timely and professional manner. They work closely with the Payroll Manager

to ensure the accurate and compliant administration of the organization's bi-weekly payroll cycle.

Additionally, this position provides scheduling support to leaders, assisting with the modification and

maintenance of staff schedules as needed.

Essential Functions

• Schedule Administration - Establish, configure, and maintain employee schedules within the scheduling system, ensuring alignment with departmental staffing needs, budgeted hours, and organizational policies. Partner with operational leaders to build and adjust schedules in response to staffing changes, leave requests, and coverage needs. Serve as a resource and trainer for leaders on the effective use of the employee scheduling module, developing job aids, conducting one-on-one or group training sessions, and providing ongoing support to promote consistent and accurate utilization across the organization.
• Timecard and Timekeeping - Review, update, and maintain employee timecards and timekeeping records. Ensure proper tracking of hours worked, PTO, sick time, call pay, short-term disability, critical staffing incentives and other leave types. Coordinate with leaders to resolve timecard errors or missing approvals. Support timekeeping system maintenance and employee troubleshooting.
• Full-cycle Payroll Processing - Provide back-up support for processing bi-weekly payroll for physicians and staff. Ensure accurate calculation of wages, overtime, bonuses, incentives, deductions, and taxes. Execute full-cycle payroll processing, including pre- and post-payroll audits. Validate payroll data for accuracy and resolve discrepancies prior to payroll submission. Ensure compliance with federal, state, and local payroll regulations.
• Payroll Records & Data Management - Maintain accurate payroll records, employee data, and historical payroll documentation. Update payroll system records related to new hires, terminations, compensation changes, and deductions. Ensure confidentiality and security of payroll and employee data. Assist with audits, reconciliations, and payroll reporting as needed. Provide support to HR and Case Management on an as needed basis with new hires, transfer and leave of absences. Provide back-up with tax withholdings, and direct deposit changes.
• Employee & Physician Payroll Support - Serve as a point of contact for payroll-related questions from physicians and staff. Assist in the research and resolve payroll discrepancies, underpayments, overpayments, and deductions. Provide clear explanations of pay statements, tax withholdings, and payroll policies. Deliver professional, timely, and customer-focused payroll support.
• Compliance, Reporting & Process Improvement - Support payroll tax filings, year-end processing (W-2s, 1099s), and regulatory reporting. Assist with payroll reconciliations and coordination with Finance and HR. Identify opportunities to improve payroll efficiency, accuracy, and controls. Stay current on payroll laws, regulations, and best practices. Provide implementation support

Required for All Jobs

• Performs other duties as assigned
• Complies with all organizational polices, standards, and HIPAA regulations to safeguard patient and confidential information.
• Participates in professional development activities and maintains professional affiliations and certifications, if applicable

QUALIFICATIONS

• High School Diploma and/or GED required
• Associates Degree in Accounting, Finance, Human Resources, or related field preferred

Work Experience

• 1-3 years experience working in a payroll processing role preferably in healthcare

Knowledge, Skills and Abilities

• Maintains confidentiality.
• Strong knowledge of payroll systems, timekeeping platforms, and payroll regulations.
• Knowledge of payroll regulations and wage & hours laws.
• High attention to detail, confidentiality, and accuracy.
• Strong communication and customer service skills.
• Proficiency with payroll processing systems such as ADP or Dayforce.
• Experience with timekeeping and scheduling systems (e.g., UKG/Kronos, Dayforce).
• Strong working knowledge of HRIS platforms for employee data management.
• Advanced proficiency in Microsoft Excel (including formulas, pivot tables, and data reconciliation).
• Experience generating payroll reports and exporting data for accounting and auditing purposes.
• Ability to quickly learn and adapt to change.
• Confident speaker to deliver in-person presentations to Physicians and staff for orientation and trainings.
• Ability to work in a fast-paced environment.
• Ability to work independently and as a team member.
• Excellent time management skills and the ability to manage multiple deadlines/assignments.

PHYSICAL DEMANDS/WORKING CONDITIONS

Physical Demands Category:

Administrative/Professional Support

Physical Requirements

A thorough completion of this section is needed for compliance with legal standards such as the Americans with Disabilities Act. The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Please note that when carrying or lifting anything at or above 50 lbs - especially if doing so overhead - this action needs to be completed with assistance of others or appropriate lifting equipment

Hazard statement: Employees (particularly those in a clinical setting) may have potential exposure to hazardous drugs, chemicals, and blood or body fluids as part of routine job duties or incidental contact within the healthcare environment. Exposure risk may occur through direct patient care activities, handling of medications or specimens, equipment cleaning, waste disposal, environmental services, maintenance activities, or presence in clinical areas.

All employees are expected to follow applicable established infection prevention, hazardous drug handling, chemical safety, and personal protective equipment (PPE) policies to minimize exposure risk and ensure a safe work environment.

Physical Demand

N/A

Rarely

Occasionally

Frequently

Constantly

Sit

X

Stand

X

Walk

X

Drive

X

Climb (Stairs/Ladders)

X

Bend (Neck)

X

Gross Manipulation (Hands/Arms)

X

Squat

X

Kneel/Crawl

X

Twist/Turn (Neck)

X

Twist/Turn(Waist)

X

Lift/Carry 0-10 lbs.

X

Lift/Carry 11-25 lbs.

X

Lift/Carry 26-35 lbs.

X

Lift/Carry 36-50 lbs.

X

Lift/Carry 51-75 lbs.

X

Lift/Carry 76-100 lbs.

X

Lift/Carry > 100 lbs.

X

Push/Pull up to 10 lbs.

X

Push/Pull 11-25 lbs.

X

Push/Pull 26-35 lbs.

X

Push/Pull 36-50 lbs.

X

Push/Pull 51-75 lbs.

X

Push/Pull 76-100 lbs.

X

Push/Pull > 100 lbs.

X

Reach (Above shoulder level)

X

Reach (Below shoulder level)

X

Simple Grasping (Hands/Arms)

X

Fine Manipulation (Hands/Arms)

X

Gross Manipulation (Hands/Arms)

X

Vision Requirements

Physical Demand

N/A

Rarely

Occasionally

Frequently

Constantly

Color Discrimination

X

Near Vision (Correctable to Jaeger 2 or 20/40 binocular)

X

Distance Vision (Correctable to Snellen chart 20/40 binocular)

X

Hearing Requirements

Physical Demand

N/A

Rarely

Occasionally

Frequently

Constantly

Hears Whispers < 3 feet

X

Hears Whispers 3-8 feet

X

Working Environment

While performing the duties of this job, the associate is required to work within the selected working environments.

Working Condition

N/A

Rarely

Occasionally

Frequently

Constantly

Extreme cold

X

Extreme heat

X

Humidity

X

Wet

X

Noise

X

Hazards

X

Travel Requirements

Estimated Amount

Brief Description

5%

Prevea is an Equal Employment Opportunity/Affirmative Action employer. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United State and to complete the required employment eligibility document form upon hire. Prevea participates in E-verify. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify

Position Located In

Green Bay,WI