Payroll Manager

WHO WE ARE:

Aviva Health is a dynamic and mission-driven federally qualified health center (FQHC). Committed to providing comprehensive and compassionate healthcare services, Aviva Health offers a holistic approach to care, addressing patients' medical, behavioral health, dental, and social service needs. As a vital healthcare resource in the community, Aviva Health fosters a collaborative and supportive work environment where dedicated healthcare professionals have the opportunity to make a meaningful impact on the lives of individuals and families. Join us at Aviva Health and be part of a team that is dedicated to making a difference in the lives of our patients and the community we serve.

BENEFITS INCLUDED:

• Monday - Friday Scheduling
• Paid Holidays
• PTO
• Comprehensive Medical, Dental, and Vision Coverage
• 403(b) Retirement with Employer Match

POSITION SUMMARY:

The Payroll Manager leads Aviva Health’s semi-monthly payroll for the organization across multiple clinic locations and grant-funded programs. This position is accountable for payroll accuracy, compliance, accounting, internal controls, and continuity. The Manager supervises the Payroll Specialist, reviews payroll before finalization, and works with Human Resources, Finance, and department leaders to resolve complex pay matters.

ESSENTIAL FUNCTIONS:

• Manage the payroll calendar and oversee timely semi-monthly payroll for hourly and salaried employees.
• Independently review payroll prepared by the Payroll Specialist before finalization, including time and attendance, overtime, bonuses, retroactive pay, leave adjustments, special compensation, and final pay.
• Oversee new-hire payroll setup and changes to employee status, wages, tax withholding, direct deposit, benefits deductions, garnishments, and other legally required deductions.
• Perform or oversee payroll-to-general-ledger and payroll liability reconciliations, payroll accounting, and related journal entries. Research and resolve discrepancies promptly.
• Oversee payroll tax reporting and deposits, unemployment requirements, Paid Leave Oregon and Workers’ Benefit Fund payroll requirements, and year-end payroll reporting.
• Coordinate Affordable Care Act reporting, including applicable Form 1095 processes, with Human Resources, Benefits, and external vendors.
• Prepare and review labor-cost reports, grant-related payroll allocations, and supporting documentation for financial reporting and audits.
• Maintain payroll records and coordinate responses to authorized audit, grant, and compliance requests.
• Administer and support Abila MIP payroll functionality, including payroll setup, reporting, troubleshooting, and documented system procedures.
• Establish and maintain payroll review and approval procedures, access controls, separation of duties, and documented reconciliations.
• Supervise, train, and evaluate the Payroll Specialist. Provide functional direction to the Accounting Assistant or other staff performing assigned payroll-support work.
• Crosstrain payroll staff, maintain backup procedures, and develop a continuity plan so payroll can be completed during absences or staffing changes.
• Serve as the primary payroll resource for the Controller and handle complex or escalated employee pay inquiries.
• Partner with Human Resources on payroll treatment of employee changes, benefits, leave, and separations while protecting confidential employee information.
• Monitor payroll accuracy, reconciliation completion, compliance deadlines, employee response times, and workload; recommend process improvements.
• Perform other related duties as assigned.

REQUIRED QUALIFICATIONS:

• Associate or bachelor’s degree in accounting, finance, or related field required; equivalent experience may be considered in lieu of the required degree.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) required.
• Current Oregon Driver’s License and clean driving record required.
• Experience with ACA reporting, grant labor allocations, and financial audits required.
• Three (3) years of progressively responsible payroll experience, including responsibility for a complete payroll cycle required.
• Experience with payroll reconciliations, payroll accounting, tax reporting, and deductions required.
• Working knowledge of federal and Oregon payroll and wage requirements required.
• Proficiency with payroll systems and Microsoft Excel required.
• Required Competencies: Accuracy; accountability; sound judgment; confidentiality; financial analysis; regulatory awareness; staff development; clear communication; problem solving; and process improvement; ability to review complex calculations, meet firm deadlines, maintain effective controls, and protect confidential information.
• Experience training, leading, or supervising payroll staff preferred.
• Experience with Abila MIP and payroll for a mid-sized, multi-site organization preferred.
• Healthcare, nonprofit, or grant-funded payroll experience preferred.

WORKING CONDITIONS:

Must be able to perform the following physical requirements:

• Remain in a stationary position frequently during the day while performing administrative duties.
• Move or traverse occasionally during the day throughout the office.
• Operate equipment frequently during the day: computer, printer, and other standard office equipment.
• Ability to communicate information and ideas clearly and accurately so others will understand; ability to interact with patients and staff clearly.
• Able to move or transport up to 10 pounds while carrying basic office items.
• Work indoors in heat-controlled environment 100% of the day.
• OSHA Exposure Category – Category #2: The normal work routine involves no exposure to blood, body fluids, or tissues.
• In-person work during normal office hours with some occasional remote work or work after hours during high-volume times of the year.
• Possible periodic travel to provide education to outlying clinics, ongoing training and conferences.

DISCLAIMER:

Employees must be able to perform the essential functions of their position satisfactorily. Aviva Health will make reasonable efforts to accommodate a qualified applicant or employee with a known disability, unless such accommodation creates an undue hardship on the operation of the business. To request a reasonable accommodation, please contact the VP of Human Resources or their designee by email.