Payroll Specialists

Payroll Specialist

Position Title:                   Payroll Specialist

Reports To:                      Controller/Director of Accounting

FLSA Status:                    Full time - Salaried, exempt as defined under Fair Labor Standards Act

Location:                         Sanford Administration      

Content Last Revised:      05/20/2025

Organization Overview

The Central Florida Family Health Center, Inc. dba True Health is a private, not-for-profit federally qualified health center (FQHC) serving Central Florida since 1977. Our mission is to provide high-quality, comprehensive healthcare at a reasonable cost to everyone.    

Job Summary

The Payroll Specialist is responsible to manage payroll processing, ensuring accurate and timely payment of employee wages, deductions, and benefits, while complying with labor laws and tax regulations. This position requires a high degree of accuracy and diligent use of data management systems. This is NOT a remote position.

Key Responsibilities

• Maintains a transparent, effective relationship with the executive and senior leadership team by supporting the organization’s activities

• Fosters an environment and culture that focuses on fulfilling the company’s mission, vision, and values

• Manage and increase the effectiveness and efficiency of administrative support services, through improvements to each function as well as coordination and communication between support and business functions 
• Enforce departmental policies and procedures to achieve organizational objectives 
• Oversee the data entry process to ensure accuracy and timely entry and process flow to the finance department 
• Establish and maintain appropriate systems for measuring necessary aspects of departmental performance 
• Participates in Health Resources Services Administration (HRSA) Operational Site Visits and other federal/state regulatory and accreditation audits as appropriate.

• Process payroll for all employees.
• Keep payroll and personnel information strictly confidential.
• Ensure payments follow applicable federal, state, and local legal requirements related to payroll (e.g., tax regulations, wage, and hour laws).
• Process special payments and nonstandard payments to employees, including final pays, ensuring that taxes, deductions, and overrides are calculated and withheld accurately; may pay termination penalties in applicable states, as required.
• Minimize risk to True Health by advising leaders on pay processes (e.g., final pays) by applying federal, state, and local laws and regulations.
• Maintain personnel database regarding salaries, benefits, and alternative compensation.
• Report to department manager regarding daily timecard activities and related payroll issues.
• Provide exceptional customer service to resolve internal and external inquiries.
• Work directly with leadership to achieve organization goals as required.
• Address and solve employee complaints relating to the payroll system and process.
• Work with company database programs to process payroll.
• Prepare reports to relevant departments about payroll, company budget, and expense.
• Serves as the primary contact for internal and external payroll inquiries.
• Maintains a high level of confidentiality.
• Provide reports as needed for external audits and funders including grants and other required reporting.
• Work with the Director of Accounting/Controller and Human Resources staff to ensure all employees are assigned to the proper Department, Location, General Ledger Code, and Cost Center in the Payroll Processing software.
• Serve as the lead with the payroll processing vendor.
• Prepare Monthly, Quarterly, Year End, and ongoing financial reporting and general ledger entries.
• Participates in professional development activities and maintains professional affiliations.
• Foster and develop partnerships to further the mission of the organization.
• Travel as necessary using personal vehicle (must maintain current auto insurance at own expense).

• Other responsibilities as assigned.

Essential Functions

• Problem Solving                                   
• Project Management
• Customer Service
• Verbal Communication
• Written Communication
• Leadership
• Professional Judgement
• Planning/Organizing
• Adaptability
• Initiative
• Innovation
• Administration/Operations
• Financial Management
• Vision

Minimum Qualifications

• Education: 
  1. Bachelor’s degree in business administration preferred
  2. Associate’s degree required

• Experience: 
  1. Minimum of two (2) years’ experience payroll position preferred
  2. Knowledge of tax and wage laws
  3. Understanding of fiscal procedures
  4. Advanced proficiency in Microsoft Office (Ex. Word, Excel, Outlook, PowerPoint)

• Licenses or Certifications: 
  1. Valid Florida Driver’s License

• Criminal Background Clearance:
  1. True Health is a Health Center Program grantee under 42 U.S.C. 254b, a deemed Public Health Service employee under 42 U.S.C. 233(g)-(n), and partners with agencies that require criminal background checks. True Health has established policies and procedures that may influence the overall employment process, hiring, and “just cause” for the termination of employees. An employee’s career could be shortened if there is a violation of any policies and procedures.

Prohibited criminal behavior is defined in Florida Statute (F.S.) 408.809. Any employee arrested for any offense outlined in the F.S.408.809 will be immediately suspended and remain suspended until the charges are disposed of in court. The employee will be terminated for an arrest or conviction of any violation listed above.

DRUG/ALCOHOL SCREENINGS

A post-offer drug and alcohol screen is a requirement for employment. Failure to successfully pass the drug/alcohol screen will be cause for the offer to be rescinded. Employees are subject to random drug/alcohol screenings throughout the duration of their employment with True Health. If an employee fails to pass the drug/alcohol screening, then this shall become grounds for discipline up to and including immediate termination.

WORK ENVIRONMENT

• The employee is subject to prolonged periods of sitting at a desk and working on a computer.
• The employee is subject to perform repetitive hand and wrist motions. 
• The employee is frequently required to stand, walk, talk, and hear. 
• The employee is occasionally required to use hands to handle or feel objects, reach with hands and arms, stoop, kneel, crouch, and move or lift up to twenty-five (25) pounds.
• The employee is required to use close vision, peripheral vision, depth perception, and adjust focus.
• A reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORKING CONDITIONS

The employee will work as the needs of the operation require. Normal work days and hours are Monday through Thursday, 8am – 6pm and Fridays, 8am – 12pm; however, there will be times when the employee will need to come in or work on “off hours” or “off days” to meet the needs of the position.

CORE COMPETENCIES

Mission-Focused: Commits to and embraces True Health’s mission to enable access to care for uninsured and underinsured individuals.

Relationship-Oriented: Understands that people come before process and is essential in cultivating and managing relationships toward a common goal.

Collaborator: Understands the roles and contributions of all sectors of the organization and can mobilize resources (financial and human) through meaningful engagement.

Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and community impact.

Brand Steward: Steward of True Health’s brand and understands his/her role in growing and protecting the reputation and results of the greater organization.

Visionary: Confronts the complex realities of the environment and simultaneously maintains faith in a different and better future, providing purpose, direction, and motivation.

Team-Builder: Fosters commitment, trust, and collaboration among internal and external stakeholders.

Business Acumen: Possesses a high-level of broad business and management skills and contributes to generating financial support for the organization.

Network-Oriented: Values the power of networks; strives to leverage True Health’s breadth of community presence, relationships, and strategy.

SELECTION GUIDELINES

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.