Job Description

Northwest Kidney Centers seeks a Payroll Administrator to support the payroll team in a full-time, hybrid position located in Burien, WA.

Shift: Full-time, Monday-Friday, Hybrid.

GENERAL SUMMARY

The Payroll Administrator is responsible for the accurate and timely administration of Northwest Kidney Centers' payroll function. The position serves as the organization's subject matter expert for payroll operations, timekeeping administration, payroll compliance, payroll reporting, and payroll systems support. The Payroll Administrator oversees the processing and reconciliation of payroll activities, coordinates payroll-related audits and reporting requirements, ensures compliance with applicable federal and state regulations, and serves as a primary resource to managers and employees regarding payroll matters.

The Payroll Administrator works collaboratively with Human Resources, Finance, Information Systems, and department leaders to maintain accurate payroll records, implement process improvements, support system enhancements, and ensure the integrity of payroll operations.

DUTIES AND RESPONSIBILITIES

Payroll Administration

• Administers biweekly payroll processing for all employees, ensuring accuracy, timeliness, and compliance with organizational policies and applicable regulations.
• Reviews payroll transactions including new hires, terminations, compensation changes, leave transactions, benefit deductions, garnishments, and other payroll adjustments.
• Research and resolves payroll discrepancies, processing errors, and employee payroll inquiries.
• Maintains payroll records and supporting documentation in accordance with organizational and regulatory requirements.
• Administers court-ordered garnishments, levies, wage assignments, and other payroll deductions.
• Processes employee timekeeping, payroll, and related information; reviews timecard entries, pay codes, adjustments, and payroll reports for accuracy, completeness, and compliance before and after payroll processing.
• Provides responsive payroll support to employees and managers by answering routine questions regarding paychecks, deductions, wage rates, paid time off balances, timekeeping corrections, and other payroll-related matters.
• Performs payroll support tasks, including entering approved payroll changes, preparing adjustment requests, calculating special payments or corrections, supporting garnishment processing, and providing employment or earnings information in accordance with established procedures.
• Performs other payroll-related duties and responsibilities as assigned.

Payroll Systems Administration

• Serves as primary functional administrator for payroll and timekeeping systems, including ADP Workforce Now or successor systems.
• Coordinates payroll system testing, upgrades, enhancements, and implementation activities.
• Identifies opportunities to improve payroll processes, automate workflows, and enhance data integrity.
• Maintains payroll procedures, system documentation, and user guides.

Compliance and Audit Support

• Monitors payroll-related federal, state, and local regulatory requirements and assists in implementing necessary changes.
• Ensures compliance with wage and hour laws, payroll tax regulations, benefit deduction requirements, and applicable employment regulations.
• Coordinates payroll-related audit activities and prepares supporting schedules and documentation.
• Supports preparation of annual tax filings, W-2 processing, retirement plan audits, and other regulatory reporting requirements.
• Reconciles payroll data and payroll-related benefit deductions to ensure accuracy and compliance.

Reporting and Analysis

• Produces payroll, labor cost, overtime, paid time off, and workforce reporting for Finance, Human Resources, and operational leadership.
• Performs payroll reconciliations and variance analysis to identify trends, anomalies, and potential issues.
• Assists with budget preparation by providing payroll and labor-related data and analysis.
• Develops ad hoc payroll reports and analysis as requested.

Internal Consulting and Customer Service

• Serves as a resource to employees and managers regarding payroll policies, practices, deductions, wage payments, leave balances, and timekeeping procedures.
• Provides guidance and training to managers and department timekeepers on payroll processes and system functionality.
• Collaborates with Human Resources and Finance to implement compensation, benefits, and policy changes affecting payroll administration.

Other Duties

• Participates in department and organizational projects.
• Performs related duties as assigned.
  

SUPERVISION AND COORDINATION

The position does not have direct supervisory responsibility but serves as a technical resource and subject matter expert for payroll operations. The Payroll Administrator coordinates payroll-related activities among Finance, Human Resources, Information Systems, department managers, and external vendors

PLANNING

The Payroll Administrator is responsible for planning and coordinating payroll processing activities, scheduling payroll production timelines, identifying compliance requirements, and establishing priorities to ensure timely and accurate payroll administration. The position exercises independent judgment in scheduling work, resolving payroll issues, and implementing process improvements.

EXTERNAL CONTACTS

The position maintains regular contact with:

• Payroll service providers and software vendors
• Retirement plan administrators
• External auditors
• Benefit and deduction vendors

EDUCATION AND EXPERIENCE

Required

• Associate degree in Accounting, Business Administration, Finance, Human Resources, or a related field; or an equivalent combination of education and experience.
• Seven (7) years of progressively responsible payroll administration experience.
• Experience administering computerized payroll systems.
• Experience processing multi-department payrolls and payroll reconciliations.
• Proficiency with Microsoft Excel and reporting tools.
• Demonstrated knowledge of payroll practices, payroll taxes, garnishments, wage and hour regulations, and payroll-related compliance requirements.

Preferred

• Bachelor’s degree in Accounting, Business Administration, Finance, Human Resources, or related field.
• Certified Payroll Professional (CPP) designation.
• Healthcare industry payroll experience.
• ADP Workforce Now & Management experience.
• Experience supporting retirement plan audits and payroll compliance audits.
• Experience with payroll system implementations, upgrades, or process improvement initiatives.

KNOWLEDGE, SKILLS AND ABILITIES

• Advanced knowledge of payroll administration principles and practices.
• Knowledge of federal and state payroll regulations and employment laws.
• Strong analytical and problem-solving skills.
• Ability to interpret payroll regulations and apply them appropriately.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to manage confidential and sensitive information.
• Ability to prioritize multiple deadlines and work independently.
• Ability to establish effective working relationships across departments.

JOB CONDITIONS

• Must be able to communicate effectively in English on the telephone, in writing, and in person.
• Must be able to use a computer keyboard, mouse, and software efficiently.
• Must be able to occasionally lift/move objects weighing up to 25 lbs.
• Work is conducted in an office environment

CUSTOMER SERVICE STANDARDS

Staff are responsible for demonstrating good customer service and professionalism.

• CONSIDERATION: Greet customers promptly; show courtesy; recognize customer’s needs; respect privacy.
• CONCERN: Listen to customers; express appreciation, be non-judgmental; take responsibility.
• CONFIDENCE: Show a positive attitude; take personal initiative; inform; educate and reassure; provide prompt follow-up.
• CONDUCT: Hold appropriate conversations; maintain a professional appearance; establish teamwork; show professional competency.

Learn more about us, NKC on YouTube

Benefit offerings for eligible employees (.6-1.0 FTE):

• Choice of 3 medical insurance plans: Premera Blue Cross (HDHP, Low Option PPO, High Option PPO)
• Delta Dental & Vision Services Plan
• 401 Retirement Plan, Employer Match dollar for dollar up to 4% of your wages and an additional 1% Discretionary Match
• Disability benefits: Short-term & Long-term Plans
• Life & AD&D Plans
• Tuition Reimbursement of up to $4,000 annually
• Employee Assistance Program
• Employee Scholarship Program
• Flexible Spending & Health Savings Accounts
• 100% employer subsidized Commute/Transit Benefits available
• Paid Time Off (PTO) includes personal time off and holidays. Employees may earn up to 192 hours of PTO in their first year.
• Paid Sick Time (PST) - Employees will earn 1 hour for every 30 eligible hours of work.

Founded in 1962 as the world’s first outpatient dialysis provider, Northwest Kidney Centers operates 19 dialysis clinics across the Puget Sound region in addition to hospital-based services and a large home-based dialysis program. We are a not-for-profit, community-based organization and consistently rank among the top dialysis providers in the United States in quality of care, patient outcomes and transplant rates.

At Northwest Kidney Centers, teamwork, integrity, respect, excellence and stewardship guide our approach to how we work. We differentiate ourselves by our patient centered approach and active commitment to advancing kidney research and dialysis innovation. Key to our success is the compassion and expertise of our dedicated team of staff that care for those we serve.

Equal Employment Opportunity
Northwest Kidney Center is an equal employment opportunity employer. Every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. NKC will not engage in or tolerate any discrimination in the workplace prohibited by local, state, or federal law. Specifically, no employee will be discriminated against on the basis of their race (including physical characteristics historically associated with race, such as hairstyle or hair type), sex/gender, religion/creed, pregnancy, age, physical or mental disability, marital status, national origin, citizenship, immigration status, genetics/genetic markers, military or veteran status, sexual orientation, including gender expression or identity, actual or perceived victims of domestic violence, sexual assault, or stalking, or any other characteristic protected by applicable federal, state or local law.

Preboarding Requirements: At Northwest Kidney Centers, we are committed to maintaining a safe work environment for all employees and patients. As part of our hiring process, we conduct pre-employment background checks, drug screenings (we do not test for THC), employment verification and references, which are contingent to be hired on with NKC. These checks ensure we are in compliance with regulatory requirements and uphold our standards of safety, excellence, stewardship, and integrity. We value transparency and respect your privacy; any information obtained during these screenings will be handled with the utmost confidentiality. Should you have any questions regarding this process, please feel free to reach out to our People Team.

Please note: To protect our vulnerable patient population and our workforce, NKC strongly encourages all staff to receive the COVID-19 vaccine.