Manager-Physician Payroll and Accounts Payable-Administration (Clinic Division)

Job Objective:

Eisenhower Medical Associates is seeking a Manager of Payroll and Accounts Payable to lead and oversee the payroll and accounts payable functions, including daily operations, compliance, reporting, and process improvement. Responsible for ensuring payroll and accounts payable is accurate, compliant, and efficient. Will address current process gaps, optimize system configuration, and streamline payroll codes and structures to improve accuracy, efficiency, and scalability. The payroll environment supports a California based physician group of over 360 providers.

Essential Responsibilities:

•     Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
•     Oversees end-to-end payroll operations in a complex physician compensation environment, including base salaries, multiple bonus calculation methodologies, numerous cost centers, and pay types.
•     Ensures accurate, timely, and reliable payroll processing.
•     Administers reimbursement workflows for travel, relocation, licensure/certification renewals, and continuing medical education in an accurate and timely manner.
•     Monitors payroll performance, issues, and operational risks.
•     Oversees integration of timekeeping system with payroll system. 
•     Implements cross-training to strengthen team coverage and continuity.
•     Works with employees to establish 401(K) contributions, coordinating payroll deductions, company match funding, and timely posting to participant’s 401(K) accounts.
•     Communicates effectively with internal and external stakeholders.
•     Ensures compliance with federal, California State, and local payroll tax regulations.
•     Manages bimonthly, quarterly, and annual payroll tax filings, reconciliations and reporting, including W-2s, 941s, and state filings.
•     Ensures 401(k) compliance by accurately withholding employee elected deferral amounts, calculating correct employer match contributions, and remitting funds to the retirement plan provider on strict deadlines to prevent Department of (DOL) and IRS violations. Set up 401(K) loans in payroll system for appropriate repayment. 
•     Monitors regulatory changes and implement necessary updates.
•     Leads, develops, and mentors payroll support staff to drive accountability and continuous improvement.
•     Establishes best practices and standard operating procedures.
•     Provides oversight and guidance on payroll processes.
•     Reviews payroll outputs for accuracy and reasonableness prior to processing.
•     Partners with internal stakeholders on payroll-related matters.
•     Identifies discrepancies or trends that may affect financial reporting or workforce costs.
•     Establishes and maintains internal controls over payroll processing.
•     Ensures audit readiness with appropriate documentation.
•     Mitigates risks related to overpayments, misclassification, and compliance gaps.
•     Proficient using payroll related systems including ADP, Concur, Quick Books. Work with system vendors to ensure optimization for employment processes. 
•     Optimizes system configuration, including pay codes, earnings and deductions structures, department setup, and reporting.
•     Maintains data accuracy through validation and review processes.
•     Support system enhancements that reduce manual effort while maintaining strong controls.
•     Manages the end-to-end AP process, including invoice processing, payment approvals, expenses allocations and vendor communications.
•     Manages the employee expense report process including processing, adherence to policy, expense allocations, and employee communications.
•     Communicates with those involved in accounts payable transactions and prepares/maintains system reports to better manage accounts payable processes.
•     Accurately maintains employee expense budgets.
•     Maintains a strong internal control environment and efficient operating processes/policies related to vendor maintenance, invoice processing, expense report processing, travel processes and disbursements.
•     Reconciles vendor statements with internal records to identify and correct discrepancies.
•     Oversees timely filing of workers compensation premiums and HSA contributions.
•     Ensures payments are made accurately and timely.
•     Performs other duties as assigned. 

Essential Skils:

• Strong knowledge of federal and California payroll laws and tax reporting
• Thorough knowledge of computerized Time and Attendance and Payroll/HR systems - Workday payroll and Kronos
• Thorough knowledge of California State and Federal Wage and Hour Laws
• Written and verbal communication skills
• Advanced Excel skills, including reconciliations, large datasets, and analysis
• Maintains confidentiality & pride in workmanship
• Proven ability to manage and sustain payroll operations in a complex environment
• Strong grasp of general ledger tasks, and standard accounting principles