Economic Opportunity Council of Suffolk, Inc.
FI Payroll Coordinator
Economic Opportunity Council of Suffolk, Inc., Central Islip, New York, United States, 11722
MAJOR RESPONSIBILITIES:
The Payroll Coordinator is responsible for the accurate and timely processing of payroll for self-hired support staff under the OPWDD Self-Direction Program. This role ensures compliance with OPWDD, Medicaid, and Department of Labor (DOL) regulations, while supporting individuals with developmental disabilities in managing their self-directed services.
DETAILED RESPONSIBILITIES:
Payroll Processing & Management Review, verify, and provide daily follow-up on the approval of shifts, ensuring documentation submitted by self-hired staff is accurate, complete, and aligned with program requirements. Ensure proper wage calculation, verification of staff pay rates, and confirmation that staff are correctly assigned to the appropriate client. Maintain up-to-date payroll records in accordance with OPWDD and Medicaid standards. Reconcile payroll discrepancies and resolve employee payment issues. Compliance & Documentation
Ensure all payroll practices meet NYS Department of Labor, OPWDD, and Medicaid guidelines. Review employee documentation for completeness and accuracy. Review staff notes to ensure they meet OPWDD and Medicaid standards for content, format, and service justification. Monitor overtime, minimum wage changes, and authorized service hours per budget. Maintain audit-ready documentation for internal and external review. Collaboration & Communication
Work closely with Brokers, Support Coordinators, and the FI team to confirm service utilization aligns with approved budgets. Communicate with self-hired staff and individuals/families regarding payroll issues and policies. Support periodic payroll-related training for staff and individuals. Contact the client, advocate, staff, and/or broker to resolve issues related to missed punch-ins/outs, incomplete or missing documentation, and pending approval from the individual, family, or advocate. System & Record Management
Use payroll and FI tracking software to input, track and approve shifts. Ensure accurate maintenance of staff hire dates, wage rates, and termination records. Assist in preparing reports for audits, billing, and financial reviews. QUALIFICATIONS:
Familiarity with OPWDD Self-Direction programs and/or Medicaid billing preferred. Strong understanding of payroll tax laws and wage compliance requirements. Excellent organizational skills, attention to detail, ability to work independently and ability to meet deadlines. Knowledge of self-direction budgets, Staff Action Plans, and habilitation tracking. Strong interpersonal skills and ability to work with diverse populations. REQUIRED Must possess a Valid NY State ID/License
REQUIRED > PPD (TB Test) with proof of results
EDUCATION/TRAINING/EXPERIENCE:
Associate's or Bachelor's degree in Accounting, Business Administration, or related field (or equivalent work experience). Minimum 2 years of payroll or financial administration experience; nonprofit or healthcare setting preferred. Bilingual (English/Spanish) a plus.
CATEGORY: • NON-EXEMPT
The Payroll Coordinator is responsible for the accurate and timely processing of payroll for self-hired support staff under the OPWDD Self-Direction Program. This role ensures compliance with OPWDD, Medicaid, and Department of Labor (DOL) regulations, while supporting individuals with developmental disabilities in managing their self-directed services.
DETAILED RESPONSIBILITIES:
Payroll Processing & Management Review, verify, and provide daily follow-up on the approval of shifts, ensuring documentation submitted by self-hired staff is accurate, complete, and aligned with program requirements. Ensure proper wage calculation, verification of staff pay rates, and confirmation that staff are correctly assigned to the appropriate client. Maintain up-to-date payroll records in accordance with OPWDD and Medicaid standards. Reconcile payroll discrepancies and resolve employee payment issues. Compliance & Documentation
Ensure all payroll practices meet NYS Department of Labor, OPWDD, and Medicaid guidelines. Review employee documentation for completeness and accuracy. Review staff notes to ensure they meet OPWDD and Medicaid standards for content, format, and service justification. Monitor overtime, minimum wage changes, and authorized service hours per budget. Maintain audit-ready documentation for internal and external review. Collaboration & Communication
Work closely with Brokers, Support Coordinators, and the FI team to confirm service utilization aligns with approved budgets. Communicate with self-hired staff and individuals/families regarding payroll issues and policies. Support periodic payroll-related training for staff and individuals. Contact the client, advocate, staff, and/or broker to resolve issues related to missed punch-ins/outs, incomplete or missing documentation, and pending approval from the individual, family, or advocate. System & Record Management
Use payroll and FI tracking software to input, track and approve shifts. Ensure accurate maintenance of staff hire dates, wage rates, and termination records. Assist in preparing reports for audits, billing, and financial reviews. QUALIFICATIONS:
Familiarity with OPWDD Self-Direction programs and/or Medicaid billing preferred. Strong understanding of payroll tax laws and wage compliance requirements. Excellent organizational skills, attention to detail, ability to work independently and ability to meet deadlines. Knowledge of self-direction budgets, Staff Action Plans, and habilitation tracking. Strong interpersonal skills and ability to work with diverse populations. REQUIRED Must possess a Valid NY State ID/License
REQUIRED > PPD (TB Test) with proof of results
EDUCATION/TRAINING/EXPERIENCE:
Associate's or Bachelor's degree in Accounting, Business Administration, or related field (or equivalent work experience). Minimum 2 years of payroll or financial administration experience; nonprofit or healthcare setting preferred. Bilingual (English/Spanish) a plus.
CATEGORY: • NON-EXEMPT