Payroll Specialist - Home Office

We are seeking a detail-oriented Home Office Payroll Specialist to join our Accounting and Payroll team. In this role, you will serve as a central payroll coordinator supporting multiple senior living communities that provide care ranging from Skilled Nursing and Assisted Living to Independent Living.  

The Payroll Specialist plays an important role in ensuring employees across our communities are paid accurately and on time while maintaining payroll compliance, supporting retirement plan deductions, and assisting with payroll reporting and system administration.

If you enjoy working with numbers, solving payroll challenges, and collaborating with teams across multiple locations, we encourage you to apply.

What You’ll Do

As a Home Office Payroll Specialist, you will help manage payroll operations across several communities and support the payroll team in maintaining accurate and compliant payroll processes.

Key responsibilities include:

Payroll Processing

• Process payroll for multiple locations and review payroll batches for accuracy
• Import payroll data and support payroll processing cycles
• Process off-cycle payments and payroll adjustments when necessary
• Assist with ACH payroll file preparation and payroll funding reports
• Support weekly PTO program administration and payroll data updates

Payroll System Administration

• Assist with payroll system configuration within UKG Pro or similar systems
• Maintain earnings and deduction codes
• Set up new payroll vendors or providers within the payroll system
• Support vendor relationships for Earned Wage Access (EWA) and PayCard programs
• Research and resolve returned payroll funds or rejected payments

Compliance & Payroll Administration

• Assist with payroll tax administration and regulatory compliance
• Support payroll audit preparation and documentation requests
• Maintain payroll records in accordance with company policies and applicable regulations

Garnishments & Legal Withholdings

• Process support orders and employee wage garnishments in compliance with legal requirements
• Coordinate garnishment payments with payroll vendors
• Maintain accurate records for garnishments and support orders

Retirement Plan Administration

• Process payroll deductions and employer contributions for retirement plans including: 401(k), 403(b), 457(b), 457(f), and Defined Benefit Plans.
• Assist with retirement plan loan requests, withdrawals, and general plan administration

Reporting & Team Collaboration

• Prepare payroll reports for internal departments and leadership
• Coordinate vendor-related payments for organizational programs
• Provide backup payroll support for other payroll specialists
• Assist with payroll projects, reporting requests, and process improvements

What We’re Looking For

Required Qualifications

• Minimum 5 years of payroll processing experience
• Strong organizational and multitasking skills in a deadline-driven environment
• Ability to work independently and exercise sound judgment
• Proficiency with Microsoft Office 365, particularly Excel

Preferred Qualifications

• Experience with UKG Pro payroll system
• Experience supporting multi-location payroll environments
• Familiarity with retirement plan payroll processing
• Fundamental Payroll Certification (FPC)

Key Skills for Success

• Exceptional attention to detail
• Strong analytical and problem-solving skills
• Ability to manage high-volume payroll transactions
• Strong communication and collaboration skills
• Commitment to confidentiality and payroll data security

Why Join Our Team

• Support employees who serve residents across our senior living communities
• Work in a collaborative home office environment
• Be part of a payroll team that values accuracy, compliance, and service
• Opportunities to grow your expertise in multi-location payroll operations

If you are a detail-driven payroll professional who enjoys working in a dynamic environment, we encourage you to apply and become part of our team.

BENEFITS*

Health & Wellness

• Medical Insurance with free virtual doctor visits
• Vision & Dental Insurance
• Pet Insurance
• Life Insurance
• Employee Assistance Program (EAP) for personal and professional support

 Financial Security

• 401(k) Retirement Savings Plan with company match
• Paid Time Off (PTO) that accrues immediately from day one
• Paid Holidays for a healthy work-life balance
• Access to DailyPay, enabling you to access up to 100% of your earned wages on a daily basis
• Tuition Reimbursement up to $5,250 per year for ANY field of study
• Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College
• Employee-Sponsored Crisis Fund available for those facing unforeseen challenges
• Legal & Identity Theft Protection

 Growth & Development

• University Partnerships with University of Cincinnati, University of Toledo, and Hondros College for exclusive tuition discounts
• Multiple Partner Discounts available for various products and services through Access Perks
• Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work

  *Some benefits, including PTO and tuition reimbursement, are based on hours worked.

Why work for Otterbein SeniorLife:

For more than 100 years, Otterbein has provided senior housing options rooted in respect and community.  We’re a non-profit 501(c)(3) health and human service organization, so our values and initiatives are focused on serving our residents.

Otterbein SeniorLife consists of lifestyle communities, revolutionary small house neighborhoods, home health, and hospice care in Ohio and Indiana.  We offer different lifestyle options for seniors through independent living, assisted living, skilled nursing, rehab, memory support, respite care, in-home care, and hospice services.

Apply today and begin a meaningful career as a Payroll Specialist at Otterbein!