AP Coordinator jobs in North Carolina

SKILLED NURSING FACILITY

Qualified candidates must have HR and payroll experience, preferably in a nursing facility healthcare setting.

1. Job Summary 

The HR/Payroll/AP Coordinator’s primary purpose is to coordinate human resources activities including training and updating staff on organization human resources policies, procedures and regulations and monitoring and evaluating human resources systems. In addition, the HR/Payroll/AP Coordinator performs a variety of tasks to support payroll processing and assures timely and accurate payment of employee paychecks, invoices due and patient account requirements.  

1. Essential Functions 

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position. 

Residents Rights 

• Knows and respects patient rights. 

• Ensures protected health information is kept confidential. 

• Reports complaints made by residents/patients to supervisor. 

• Reports all allegations of patient abuse, neglect and/or misappropriation of patient property. 

Safety and Sanitation 

• Follows established safety policies and procedures. 

• Wears and/or uses safety equipment and supplies when indicated and properly trained to use. 

• Demonstrates job-specific knowledge of fire and disaster preparedness during drills or actual situations. 

Staff Development 

• Attends, provides, and participates in scheduled in-service training, educational classes, and meetings. 

• Coordinates orientation, ensures completion, and monitors completion of ongoing training requirements. 

• Completes data entry in Relias for observations and course completions. 

• Completes assigned Relias training. 

Employment Responsibilities 

• Recruits nurses and other staff members from job fairs, career days, nursing schools, and other potential sources. 

• Screens, interviews, and recommends qualified applicants, as directed; conducts background, sanctions screening, and reference checks. 

• Develops and implements local recruiting campaigns with Executive Director approval. 

• Notifies Choice Health Management Services, LLC (“Choice”) recruiter of job postings and alterations and provides weekly open positions report to recruiter. 

• Performs post-employment and exit interviews, as necessary. 

• Recommends special programs and incentives which support recruitment efforts. 

• Establishes and maintains pertinent recruitment and retention documentation. 

• Consistently reviews and verifies employee’s licenses, certifications, vaccination, and health records to ensure they are current; maintains appropriate records. 

• Ensures employee personnel files are complete and employee information is kept confidential. 

• Maintains confidentiality of all pertinent employee information in accordance with the Privacy Act, as well as our facility’s establish ed policies governing the release of information. 

• Identifies veterans and disabled employees and reports information on Personal Change Forms. 

• Posts consolidated posters and organization policy statements on Equal Employment Opportunity, Drug-Free Workplace, and other required federal and state postings. 

• Ensures that appropriate documentation concerning the employee’s right to work in this country is verified in accordance with current laws, regulations, and guidelines concerning such matters, and that appropriate documentation of such review is filed in the employee’s personnel record within the specified time frame. 

• Implements measures which ensure compliance with EEO guidelines. 

• Ensures that the facility follows current applicable federal and state employment regulations regarding wages, overtime, work hours, workman’s/unemployment compensation, etc. 

• Monitors unemployment claims and participates in associated hearings as needed. 

• Ensures that supervisors/managers provide accurate and timely performance appraisals. 

• Tracks completion of performance evaluations. 

• Serves as employee advocate. 

• Monitors the disciplinary process for consistency.  

• Maintains awareness of employee morale climate and provides/develops programs to ensure good morale level. 

• Responds to employee complaints. 

• Advises department heads and supervisors on proper procedures regarding progressive discipline, termination activity and performance reviews to ensure consistency in policy interpretation and application. 

• Implements organization programs and plans as directed. 

• Plans, organizes, and implements employee activities. 

• Implements approved employee recognition programs. 

• Provides public information (i.e., verification of employment, wages, etc.), in accordance with current laws, regulations, and guidelines governing such matters. 

• Serves as the compliance liaison under the guidance of the Chief Compliance Officer. 

Training Responsibilities 

• Provides general orientation to new employees according to company policy. 

• Ensures that new staff are assigned appropriate job titles according to current job codes and according to the duties of the employee. 

• Provides a job description to each department head to assist with familiarizing and training new hires to the expectations of the job.  

• Provides supervisory training. 

• Acts as preceptor, coach, and resource person to help new employees get through their job-specific orientation. Ensures orientation is completed for employees, volunteers, and agency personnel. 

• Assists in planning, coordinating, and conducting all required in-service programs and/or special training sessions in compliance with all applicable federal, state, and local laws and/or Choice requirements. 

• Conducts periodic needs assessment to identify the staff’s educational needs and assists in developing methods to address those needs. 

• Develops and/or maintains a recordkeeping system to document employee attendance, completion of orientation, and all required in-service education programs. Places copies of all appropriate documentation in each employee’s personnel file. 

• Monitors Relias for employee completion of assigned training. Follows up with department leaders as needed to improve completion. 

• Participates in activities which promote personal growth and development through short- and long-term continuing education. 

Compensation, Benefits, and Payroll Responsibilities 

• Assists in ensuring compliance with organization pay and benefits policies. 

• Assists in ensuring all new/rehired employees are entered in the payroll system. 

• Assists in ensuring the payroll system is updated with all pay, job, and personal information changes 

• Assists in ensuring a current work schedule is maintained in the SmartLinx system. 

• Assists in ensuring the SmartLinx system is kept up to date with any schedule/timekeeper changes 

• Assists in ensuring compliance with Department of Labor/Wage and Hour division regulations. 

• Assists in developing market adjustment proposals. 

• Assists in properly communicating new and existing benefits programs and policies and procedures. 

• Reports terminations timely to ensure proper COBRA notification is given. 

Safety Responsibilities 

• Coordinates and/or provides safety training and education programs for new and current employees. 

• Develops, promotes, and sponsors employee awareness and involvement programs. 

• Prepares staff for federal, state, and local government inspections. 

• Completes all Safety Committee duties, coordinates meetings, and helps facilitate recordkeeping.  

• Educates safety committee members of current and potential issues which increases risk for accidents and injuries. 

• Performs regular, scheduled safety inspections.  Performs weekly walk-through inspections of identified high-risk areas. 

• Identifies and recommends alternative equipment, supplies, procedures, processes, etc. to prevent future injuries or accidents. 

• Provides for Hazard Communication Program and environmental monitoring including SDS sheets. 

• Assures compliance with policies on safety rules, safety discipline, etc. 

• Performs pre-placement screening as outlined in facility guidelines. 

• Participates in developing and updating safety policies and procedures and maintains required records and reports as outlined in the Safety Toolbox. 

• Investigates all reported injuries/accidents within 24 hours of occurrence. Monitors first aid log. 

• Notifies Choice Health Management Services of work-related incidents:  Death within 4 hours; other injuries/accidents within 24 hours. 

• Monitors injured employee health status on at least a weekly basis. Monitors work related injury medical records and bills. 

• Coordinates return to work by identifying potential job accommodation opportunities. 

• Maintains and submits OSHA and EEO recordkeeping and required reporting.  

• Maintains an effective Employee Health Services Program to monitor and investigate infectious diseases, potentially harmful infectious exposures, and outbreak of infections among personnel. Coordinate such program with the Infection Preventionist. 

Payroll Responsibilities 

• Performs all daily, weekly, and pay period close responsibilities related to payroll processing. 

• Maintains strict confidentiality of all employee data. 

• Understands how to calculate overtime, according to state and federal law. 

• Ensures timely and accurate submission of payroll. 

• Updates employee information in a timely manner 

• Answers questions about pay, overtime, and other payroll issues 

• Records worked time, jury duty, and other time by appropriate categories. 

• Enrolls new employees into biometric time clock when required. 

Accounts Payable Responsibilities 

• Maintain an accurate accounting system for all payables. 

• Process invoices for payment and assure accounts payable accruals are timely. 

• Maintain and reconcile miscellaneous cash accounts for the facility. 

Supervisory/People Management Responsibilities 

• Assists in planning, coordinating, and conducting continuing education programs and special in-service training sessions relevant to the needs of department personnel. 

• Staffs the department with capable people. 

• Ensures that employees are adequately oriented and trained to perform their duties. 

• Reviews employee performance annually and makes recommendations for pay increases, promotions or performance improvement plans as deemed appropriate. 

• Counsels/disciplines personnel as necessary up to and including termination. 

• Establishes and maintains effective two-way communication to understand the needs and concerns of employees. 

• Properly manages employees’ personal information. 

• Devotes adequate time and attention to personal development and training, particularly in the management of people resources. 

Administrative Responsibilities 

• Participates in the Quality Assurance process. 

• Monitors turnover and staffing rates (facility performance and CMS data). 

• Enters agency data as needed into SmartLinx. 

• Completes PBJ data entry and reviews data for submission. Corrects errors as needed. 

• Participates in facility surveys (inspections) made by authorized government agencies as necessary or as may be directed. 

• Reviews and develops a plan of correction for any accounting deficiencies noted during survey inspections and provide a written copy of such plan to the Executive Director. 

• Maintains an organized work environment and ensures filing is completed in a timely manner. 

• Coordinates work with other departments. 

• Attends and participates in general staff meetings, departmental head meetings, and other meetings as required and sits on required committees. 

• Chairs employee recruitment and retention committees. 

• Completes employee surveys. Reports results to the Executive Director and consultants. 

• Assists in developing and updating departmental procedures and policies. 

• Follows organization policies and procedures. 

• Participates in department budget planning. 

• Reports new users and termination of users to IT Services. 

• Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Executive Director. 

• Performs any miscellaneous work assignments as may be required. 

1. Education/Qualifications 

• Minimum of a High School Diploma or equivalent. Bachelor’s degree preferred. 

• Familiarity with administrative practices and procedures, as well as laws, regulations and guidelines pertaining to employment law, wage and hour rules, labor relations, OSHA, Privacy Act, etc. 

• Must have ability to act as liaison between personnel and management. 

• Must have patience, tact, cheerful disposition, and enthusiasm, as well as be willing to handle personnel based on whatever maturity level at which they are currently functioning. 

• Demonstrates strong organizational and analytical skills. 

• Demonstrates attention to detail in all aspects of their work. 

• Exercises excellent communication skills, both verbal and written. Must be able to read, write, speak, and understand the English language. 

• Persons who have been found guilty by a court of law or identified in by any registry, regulatory, or licensing body of abusing, neglecting, or mistreating individuals in a health care related setting are ineligible for employment in the position. 

• Persons who have been found guilty by a court of law of misappropriation, forgery, fraud, or theft are ineligible for this position. 

1. Experience 

• One to three years prior human resources or employee training and development experience preferred.  

• Prior experience in healthcare useful.  

• Experience in the human resources field may be considered in lieu of Bachelor’s degree.   

• Has demonstrated computer skills with a working knowledge of Microsoft Office applications (e.g., Word, Excel, Outlook, etc.). 

1. Physical Demands 

• Lifting of approximately 10 pounds with occasional lifting of small objects; sitting, standing, walking, talking, hearing, and fingering. Involves sitting most of the time, but also involves walking or standing for periods of time to give facility tours, complete training, etc. 

• Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.  

• This position requires extensive use of office equipment including computers, phones, fax, scanner, etc. Repeating motions that may include the wrists, hands and/or fingers.