Payroll Manager at Whidbey General Hospital – Coupeville, Washington

The Manager is responsible for the overall management, administration, and compliance of the payroll function for the Hospital District. This position oversees the preparation, processing, and distribution of payroll while ensuring accuracy, timeliness, and compliance with applicable federal, state, and local regulations. This position serves as the business owner for the payroll module within the UKG platform. The role collaborates closely with Human Resources to ensure payroll processes integrate effectively with HR systems

The Payroll Manager develops and implements process improvements to enhance efficiency and internal controls, maintains payroll records and reporting requirements, and ensures adherence to healthcare privacy standards including HIPAA Privacy Rule and District policies. The Payroll Manager is expected to maintain the ability to perform all payroll processing functions when necessary.

PRINCIPLE FUNCTIONS includes the following, other duties may be assigned:

• Manage and oversee all payroll operations for the Hospital District, ensuring accurate and timely payroll processing for all employees.
• Process and validate payroll transactions including wages, overtime, shift differentials, stipends, and other compensation components.
• Calculate payroll liabilities and prepare payroll tax filings and regulatory reports in compliance with applicable federal, state, and local laws.
• Reconcile payroll transactions to the general ledger and maintain accurate payroll records and documentation.
• Serve as the business owner and subject matter expert for the payroll system, including UKG, ensuring system integrity and functionality.
• Coordinate with Information Technology to test upgrades, troubleshoot system issues, and maintain payroll system data integrity.
• Supervise payroll staff including hiring, training, work assignments, and performance management.
• Ensure confidentiality of payroll and employee information in accordance with the HIPAA Privacy Rule and District policies.
• Collaborate with Human Resources, Finance, and Information Technology to ensure accurate employee data, payroll processing, and financial reconciliation.
• Collaborates closely with HR and HRIS to ensure the accuracy of benefit file integrations, including auditing data transfers and resolving discrepancies in a timely manner.
• Oversees the administration and reconciliation of HSA and FSA plans, ensuring accurate payroll deductions, employer contributions, and coordination with third-party vendors.
• Ensures accurate and timely processing of employer-sponsored benefits, including LTD, Life, and AD&D, with appropriate reconciliation and vendor oversight.
• Maintains compliance with state reporting requirements, including ESD reporting and Paid Family & Medical Leave (PFML) hourly wage reporting, ensuring all submissions are accurate and timely.
• Oversees and manages the end-to-end payroll process, establishing and maintaining internal controls, checks, and balances to ensure compliance and accuracy.
• Leads the administration of retroactive payroll adjustments, ensuring corrections are processed accurately, timely, and with appropriate validation.
• Interprets and applies collective bargaining agreements (CBAs), ensuring payroll systems are configured to accurately reflect contract provisions and work rules across all represented groups.
• Serves as backup for bi-weekly payroll processing, ensuring operational continuity, accuracy, and adherence to established timelines.
• Prepare payroll reports and provide documentation and analysis to support internal and external audits.
• Analyze payroll data and recommend improvements to payroll processes, internal controls, and system workflows.
• Coordinate annual payroll activities including year-end processing, W-2 preparation, benefit updates, and system rollovers.
• Manage payroll staff: Supervise daily operations, assign work, provide guidance and training, conduct evaluations, and address employee issues.
• Hire and onboard payroll personnel, ensuring adherence to procedures, controls, and confidentiality.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required.
• Equivalent combination of education and experience may be considered.

• Minimum five (5) years of payroll experience, including payroll processing and payroll accounting.
• Two or more years of experience in a unionized environment.
• 2–3 years of supervisory or management experience preferred.
• Experience in healthcare preferred.
• Experience working with UKG or other automated payroll systems strongly preferred.

Qualifications

• Payroll accounting, tax regulations, compliance, financial reconciliation, internal controls, and employee compensation/benefits.
• Proficient with payroll systems, reporting tools, and Microsoft Office; able to analyze data, reconcile accounts, and resolve discrepancies.
• Strong time management, multi-tasking, and collaboration; effective written/verbal communication; able to explain complex payroll information.
• Ability to interpret laws, policies, and procedures while maintaining strict confidentiality.