Payroll and Operations Associate

The Payroll and Operations Associate manages Accord’s payroll operations and supports EVV workflows by handling UKG payroll processing and imports, DSP (Direct Support Professional) hour reconciliation, EVV (Electronic Visit Verification) training for DSP’s, and data integration between HHA Exchange, Netsmart, and UKG. The role ensures accurate, timely, and audit-ready payroll data flow and provides operational support for EVV usage without owning compliance. The Payroll and Operations Associate will report directly to the Senior Accountant, and will work collaboratively with Finance, HR, Billing, and Program leadership to support both operational excellence and exceptional customer service to employees, families, and program partners.

Essential Responsibilities

Payroll & Data Integration

• Manage workflow to ensure all payroll transactions are processed accurately and on time.
• Complete EVV payroll entries and reconcile payroll between the EHR and payroll systems.
• Import timesheet data from HHA Exchange into Netsmart to support timely billing and coordination with Billing Specialists and Coordinators.
• Import timesheet data into UKG to ensure payroll accuracy.
• Perform thorough data validation across HHA Exchange, Netsmart, and UKG to ensure error-free data sets before processing.
• Identify and resolve discrepancies (missing hours, incorrect entries, mapping issues) to meet payroll deadlines.
• Process accurate garnishment calculations in compliance with applicable laws.
• Process manual checks when required.
• Ensure proper taxation of employers-paid benefits.
• Develop and maintain reporting queries or exports to support payroll, billing, and finance operations.
• Prepare accurate and timely year-end payroll reporting (W-2, W-2c, etc.).

Maintain clear, audit-ready documentation of payroll imports, validations, and reconciliation steps.

Auditing & Compliance

• Maintain audit-ready documentation for all payroll imports and reconciliation activities.
• Support programs in identifying and resolving billing and unit-utilization errors within EVV and EHR systems.
• Collaborate with the billing team when payroll corrections impact billing.
• Review or create processes and policies to maintain and strengthen internal controls.
• Perform cross-system reconciliations to ensure payroll data aligns with billing and compliance requirements.
• Ensure 245D program compliance for service delivery.

Support annual audits and other finance monitoring reviews

Collaboration & Communication

• Respond to employee inquiries promptly and professionally.
• Partner with program leaders, HR, and Finance to improve payroll processes across payroll groups.
• Provide technical guidance and training to program staff on payroll, EVV, and data-integration workflows.
• Partner with program coordinators to ensure clear communication with people supported, families, and DSPs regarding payroll and EVV.
• Resolve inquiries within one business day to maintain a high standard of customer service.

Communicate effectively with internal teams and external partners, adapting technical information for non-technical audiences.

Continuous Improvement & Outreach

• Contribute to operational improvement initiatives to enhance productivity, accuracy, and turnaround time.
• Identify opportunities to improve data workflows and system integrations that reduce manual entry and increase accuracy and productivity.
• Contribute to system enhancements projects or upgrades that impact payroll, billing and finance data.

Support growth and development initiatives for EVV programs

Other

• Improve efficiency and effectiveness of processes and systems through smart use of technology and digital tools.
• Serve as a positive representative of the agency in all interactions.
• Perform other duties as assigned.

Requirements

Education

• Bachelor's Degree in Finance or Human Resources Degree or related field or 3-5 years experience administrative and payroll experience in either a finance or human resource required.
• Certified Payroll Specialist, credential preferred

Skills & Experience

• 2 years of training and/or experience in Excel, Payroll or Finance systems or financial administration required
• Proficient in multiple financial and or payroll software platforms required
• Knowledge of payroll and billing processes in human service waiver programs preferred
• Proficient in connectivity, use, and troubleshooting of software across multiple systems including SmartPhones, tablets, personal computers, landline telephones, and other platforms preferred.
• Ability to communicate technical information to non-technical people
• A passion to make a difference and a desire to learn
• Strong verbal and written communication skills, including interpersonal skills with a focus on customer service and relationship-building
• Ability to multi-task and pivot based on workload
• Attention to detail and excellent time management skills

Benefits

Compensation:$28.00 - $32.00 per hour depending on qualifications. Benefit eligible with healthcare, dental, vision, optional coverages, and 403b with employer match. Employer-paid basic life, Short-Term disability, and Long-Term disability. PTO, 9 paid holidays + 1 floating holiday, paid volunteer time, employee wellness program, $2500 annual tuition assistance, mileage reimbursement. PSLF-eligible employer. Opportunities for advancement within the company.