Position: Payroll & Accounts Payable Coordinator

Title Payroll & Accounts Payable Coordinator
Location Madison Healthcare Services
Job Information

Madison Healthcare Services is a healthcare complex located at 900 Second Avenue in Madison offering a wide variety of services for people of all ages including hospital, clinic, care center, and Hilltop Residence facilities.  Our healthcare campus includes a 65-bed skilled nursing facility, a 12-bed critical access hospital, home care services, fully staffed medical clinic, secure 36-unit independent living apartment building, and therapy services provided by Big Stone Therapies.

Schedule: Full-time, Monday-Friday, 80 hours per pay period (every two weeks)

Position Summarythe Payroll & Accounts Payable Coordinator will ensure accurate processing of Madison Healthcare Services payroll & accounts payable.


  • Manage and guarantee disbursement of bi-weekly payroll to include employee maintenance entries, deductions, batch import files, processing and reconciliation of payroll.
  • Research payroll discrepancies and take appropriate action to remediate.
  • Validation and preparations of pay calculations according to pay rates and hours.
  • Process new hire information into the payroll/timekeeping systems.
  • Completes & verifies timely payroll reporting.
  • Oversight of change notifications to ensure Payroll/Finance system is up-to-date.
  • Respond to all requests for employment verification’s, garnishments, liens, or levies.
  • Accurate and timely processing of wage and overtime payments, true-up, bonuses, voluntary and involuntary payroll deductions, manual checks and terminations.
  • Oversight and review of payroll taxes.
  • Research and reconcile tax issues; prepare responses to notices regarding tax issues with Federal, State, and local agencies.
  • Prepare, validate and submit compliance filings as assigned.
  • Research, compile, review, and analyze data for special projects.
  • Audit & distributes W-2s, payroll YTD earnings, etc.
  • Communicate actively with HR Director, CFO, etc. & managers as it relates to cross-departmental impacts and data sharing.
  • Assist with internal and external audits of financial integrity, as necessary.
  • Manage regular preparation of relevant management reports not limited to weekly, monthly, quarterly and annual reports (gross payroll, hours worked, tax deductions, benefit deductions, etc.).
  • Organization of shared files, and work sheets in an accessible, systematic, logical and consistent manner.
  • Maintains highly confidential and sensitive information.
  • Other miscellaneous projects and duties as assigned.

Accounts Payable:

  • Responsible for routing & processing vendor invoices for payment including entering, printing and mailing all payments.
  • Audit and resolve invoice discrepancies prior to computer entry.
  • Scan & file/store all processed invoices.
  • Reconcile open invoices to vendor statements and resolves any issues.
  • Responds to accounts payable inquiries from vendors, employees and auditors.
  • Acquires W-9’s from vendors. Processes 1099’s and reports totals to IRS.
  • Completes & verifies timely Accounts Payable reporting.
  • Other miscellaneous projects and duties as assigned.


Education/Training/Qualifications:  Associate or Bachelor’s Degree in Business, Human Resources, or related area preferred.

Experience:  2-4 years of related experience preferred. Previous experience with Microsoft Great Plains HR/Finance and/or Ban-Koe CeleriTime timekeeping system preferred.

Knowledge, Skills and Abilities:

  • Excellent verbal and written communication skills with an overall friendly demeanor
  • A passion for customer service in a fast-paced environment which requires the ability to work under pressure to meet multiple deadlines while maintaining a high level of quality and confidentiality
  • Must be patient with a positive, can-do attitude
  • Must be able to work well independently and collaboratively as part of a team
  • Keen attention to detail and able to efficiently multitask
  • Must demonstrate flexibility and adaptability
  • Strong organizational skills with a process improvement mindset
  • Asks questions and challenges the “we’ve always done it this way” mentality to create process improvements


Benefits available include Health, Dental, Vision, Basic & Voluntary Life/AD&D, Short-Term Disability, Matching Retirement Plan, Generous discounts on health services, Tuition assistance, etc.

Madison Healthcare Services is an equal opportunity provider and employer who supports equality for all people, regardless of race, color, religion, gender, age, sexual orientation, national origin or disability.

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