Payroll & 401k Manager

Caregility (caregility.com) is a telehealth solution provider connecting care everywhere. We are a Virtual Care Platform that brings bedside care, virtual encounters, and AI capabilities together at the point of care. Doctors, nurses, and patients around the world rely on our intelligent telehealth edge devices and virtual nursing, observation, and engagement applications to enhance clinical insights, patient safety, and efficiency. Trusted by over 75 health systems, deployed in more than 1,000 hospitals, and supporting over 30,000 connected devices, Caregility is helping to transform healthcare delivery across inpatient and outpatient settings.

Caregility is seeking a Full-Time Payroll & 401k Manager. This is a salaried (Exempt) Role. This is a remote position. Residency in the United States and work authorization in the United States is a requirement. This role reports to the Director of Human Resources. The Payroll and 401k Manager owns the company's multistate payroll and 401k program. They ensure accuracy and compliance to company policy as well as with federal, state, and local laws. The role exercises independent judgment in interpreting payroll tax and plan requirements, leads annual audits and regulatory filings, and recommends process and plan changes to the Director of Human Resources.

Roles & Responsibilities

Payroll

• Manage and process full cycle payroll and maintain payroll information as required on a bi-weekly basis for 100+ employees in multiple states. (NJ, NY, PA, MA, CA, and others)
• Manage payroll internal controls, multistate tax registration and compliance.
• Uploading time and attendance into ADP to process payroll.
• Oversee and make adjustments as needed with employees and managers for time reporting corrections.
• Personnel transactions such as new hire, termination, leave of absence, benefits deductions, garnishments, etc.
• Vendor transactions including:Flexible spending, 401k updates + changes, State and Federal taxes, including quarter and year-end reconciliations gross to net calculation, audit and balancing.
• Provide payroll reports as needed to the Management team including but not limited to: 401k reports, general ledger reporting, payroll preview, etc. (such as Bi-weekly reconciliation of payroll/genearl ledger reporting + HSA reporting.)
• Processing the Bi-weekly 401k contributions and company match in Fidelity.
• Maintain employee records; ensure that employee changes are entered correctly and made on a timely basis; review changes for proper authorization and adherence to Caregility policy, including compliance with federal/state/local regulations.
• Manages payroll tax administration to ensure that all taxes are being deducted as required by federal, state and local laws.
• Analyzes payroll tax and issues, determines appropriate treatment within company policy and applicable law.

401k

• Manages all aspects of 401k.
• Plan and coordinate quarterly meetings between our financial advisors and all employees.
• Coordinating meetings with Caregility's internal fiduciaries.
• Employee maintenance in Fidelity.
• Assist employees with questions and concerns they have regarding 401k changes, contributions, match, loans etc.
• Recommend plan and policy changes to the Director of Human Resources as laws change.
• 401k nondiscrimination testing and corrective distributions
• Manage Fidelity and other providers.
• Ensure the plan audit is ready for NDT testing.
• Audit readiness for outside auditors.
• Policy recommendations.
• Research, prepare, and perform annual True up entry.
• Work directly with Fidelity and 401k Auditors to complete the annual 401k audit to completion.
• Review and file the 401k Form 5500 by the deadline.

Other HR Duties

• Recruiting: Use of HR Recruiting tool to post job openings and screen candidates.
• On-boarding of new employees, such as updating materials, scheduling and participating with on-boarding meetings.
• Creating Personnel Action Requests, New Hire letters, Change Letters.
• Processing bi-weekly employee expenses.
• Providing documentation needed for financial audits.
• ACA reporting.
• Year end reporting- W2's.
• Creating SOP's for multiple software systems: ADP, IFS, Fidelity.
• This description isn’t an exhaustive list of duties.

Skills & Abilities

• Confidentiality is required as this role handles sensitive PII.
• Required knowledge of multistate payroll for small - mid sized organizations.
• Required reporting and Payroll Tax File Keeping.
• Required knowledge of ADP Workforce Now (HRIS).
• Strong knowledge of IFS Cloud (ERP).
• Strong knowledge of Microsoft Office.
• Knowledge of IFS Cloud, Integrify, Domo, Planful, Spiff are a plus.

Education & Qualifications

• Bachelor's degree or equivalent work experience, plus 3-5 years of multistate payroll experience.
• High levels of Professionalism and Integrity.
• High ability to work with peers.
• Exceptional customer service skills.
• Exceptional written, verbal and interpersonal skills.
• Strong business acumen and analytic competence.
• Excellent problem solving skills.

Additional Requirements

• Must be willing to complete background checks, monthly exclusion screening, and drug tests as required by current or future contracts.
• Must be authorized to work in the US without Caregility sponsorship. Must reside in the US.

If you share our passion to make healthcare more connected, more efficient, and more personal, join us and you’ll be rewarded with an excellent salary and benefits package, including 401k and Section 125 plans.

We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, creed, marital status, gender, national origin, caste, disability status, genetic information and testing, family and medical leave, sexual orientation and gender identity or expression, protected veteran status, or any other characteristics protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.