Hospital Payroll and Scheduling Specialist

Overview

As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission. EO/AA

This Position is for Centralized Nursing Payroll's Use only This position is responsible for the payroll reporting and scheduling of the nursing departments within the organization. The incumbents will follow the organization's payroll practices, as well as federal and state laws regarding timekeeping. This position is not responsible for providing direct patient care.

Corporate Overview: The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience. Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.

Responsibilities

Essential Functions

• Works with confidential and sensitive information including but not limited to, team member data and organizational data related to timekeeping.
• Trains and supports staff and managers on appropriate use of scheduler, time clocks, daily roster documentation, written employee exceptions submissions, e-mail exception format, and Kronos approval and sign off.
• Reconciles and edits daily schedule changes and time card data entry for the payroll of multiple departments and prepares time cards for final payroll close.
• Manages Initial Schedule Positing for multiple nursing units and manages staffing according to budgeted Staff Utilization Grid and skill matrix.
• Collaborates with Nursing Leadership and Centralized Staffing Office for daily staffing and schedule posting and final validation for accuracy and labor efficiency.
• Collects and validates time card exception documentation, including missed punches. Notifies managers and employees of discrepancies in exception submission as needed.
• Enters Kronos data, applying unit transfers, and pay codes.
• Responsible for final reconciliation of designation of productive and non-productive hours for nursing finance and final posting of labor dollars at the departmental level.
• Designates and applies pay codes to employees with multiple jobs and/or rates of pay.
• Researches and resolves team member and/or system problems in conjunction with operations leadership, Campus payroll, and Human Resources.
• Maintains active communication with the Payroll office and Human Resources to resolve any pay issues.
• Identifies and reports non-compliance with pay and scheduling practices and policies to appropriate persons including leadership, Payroll, and Human Resources.
• Liaison to Human Resources between employees and managers regarding active leave cases: FMLA, Military, and Paid administrative Leave and application of pay codes.
• Prepares time card approval reports, retroactive pay reports, and schedule reports for managers and nursing directors.
• Participates in departments internal audits to ensure the proper utilization of the system is in place.
• Researches and resolves payroll discrepancies including under-payments, over-payments, and payment with incorrect code or account.
• Prepares retroactive payments and ESL/PTO adjustments for processing at the main payroll level. Coordinates with the employee, nursing manager to verify appropriate signature and sends on for final processing with main Campus Payroll.
• Processes Additional Compensation requests and obtains necessary signatures for processing at the main payroll level.
• Reviews and reconciles weekly account charges.
• Reviews and reconciles department's final labor reports and performs re-allocations for nursing units as requested.

Knowledge / Skills / Abilities

• Ability to perform the essential functions of the job as outlined above.

• Ability to work with all levels of the organization in a professional and collaborative manner.

• 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.

Qualifications

Required

• Associate's degree, or equivalency.
• One year of experience in Kronos Scheduling and Payroll, or equivalency.

Qualifications (Preferred)

Preferred

• Experience in a hospital or clinical setting.

Working Conditions and Physical Demands

Employee must be able to meet the following requirements with or without an accommodation.

• This is a sedentary position that may exert up to 10 pounds and may lift, carry, push, pull, or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Physical Requirements