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Billings Clinic Payroll Specialist in Billings, Montana

You can make a difference as a part of our region's largest health care system, based locally in Billings, Montana. Join our amazing team with a focus on safe, high quality care and an excellent patient experience. Billings Clinic is here to take care of our community and region.

We look forward to meeting you.

About Us
Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits
We provide a comprehensive and competitive benefits package to all full-time employees (minimum of 24 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the 2021 Employee Benefits Guide.

Payroll Specialist

FINANCE (Billings Clinic Main Campus)


Shift: Day

Employment Status: Full-Time (.75 or greater)

Hours per Pay Period: 1.00 = 80 hours(Non-Exempt)

Starting Wage DOE: 16.70 - 21.05

Under general supervision, the incumbent in this position is responsible for acting as a resource to managers/supervisors regarding BC pay practices and payroll processing guidelines. Serves as a backup for new manager/supervisor payroll orientation sessions, general payroll processing information at new employee orientation, and informational sessions at departmental staff meetings. Participates in all activities related to the preparation and processing of payroll and the processing of contract labor.

Essential Job Functions

• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Acts as an advocate and resource for all levels of Billings Clinic Management and staff, communicating Billings Clinic pay practice policies, procedures and guidelines as it relates to payroll processing. Responds to inquiries concerning payroll deductions, wage rates, tax information and other payroll related information.
• Serves as a back up to the Payroll Training Specialist for payroll orientation sessions for new managers and supervisors on an individual basis. Presents general payroll processing guidelines to new employees at general employee orientation sessions and at departmental staff meetings.
• Participates in the interpretation and implementation of Billings Clinic pay practices. Ensures adherence to established policies and procedures and participates in identification of variances and/or problem scenarios. Participates in educating managers, supervisors and staff on changes in pay practices, documentation needs, etc.
• Reviews and audits payroll timesheets to ensure data is reported and paid accurately in accordance with established pay practices and Fair Labor Standards Act (FLSA). Coordinates closely with Human Resources, Billings Clinic Managers and Supervisors the department application of pay practices to resolve discrepancies and errors.
• Manually calculates appropriate back pay or base rate changes as requested by Human Resources as a result of employee status changes and delinquent performance appraisals.
• Coordinates with Human Resources for appropriate disbursement and payment of paid time off and extended medical benefits relating to leaves of absence.
• Reviews and corrects the timesheet edit reports during payroll processing to ensure accuracy and completeness of data. Performs periodic payroll audits to review compliance with established policies, procedures and guidelines and to provide feedback and education to managers and supervisors.
• Verifies accuracy and processes authorized payroll deductions to include but not limited to dietary, gift shop, pharmacy, garnishments and other miscellaneous deductions.
• Prepares payroll checks for mailing to employees who do not participate in direct deposit.
• Sets up automatic time allocations in the systems and makes historical corrections to correct labor distributions in error.
• Prepares manual checks for employees, calculating wages, taxes and deductions as appropriate. Coordinates with Accounts Payable for preparation of checks for other services. < br>• Processes Contract Labor and Locum invoices from the reconciling of the time records to finalizing them in the system for payment. Completes the accrual each month for the unprocessed invoices.
• Investigates and researches problem scenarios and performs appropriate corrections and/or coordinates with Human Resources or Operations Supervisor for corrections.
• Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.
• Performs other duties as assigned or needed to meet the needs of the department/organization.

Knowledge, Skills, and Abilities

• Billings Clinic policy and procedures, both organizational and departmental
• Billings Clinic Corporate Compliance Program
• Billings Clinic Code of Business Conduct
• Personal computers, hardware and software
• Mid-range computer systems and payroll software systems
• HIPAA and confidentiality requirements
• Basic accounting, ledger and journal procedures
• Payroll procedures and practices
• Office procedures and record-keeping practices
• Billings Clinic pay practices
• Regulatory requirements (i.e., Fair Labor Standards Act) as it relates to payroll processing
• Customer service and telephone skills and techniques
• Personal Service Excellence (PSE) skills
• Education techniques for adults
• Professional communication skills, both verbal and written
• Microsoft Office Programs (i.e., Windows, W ord, Excel and PowerPoint)
• Time management, organization and prioritization
• Conflict resolution
• Data analysis to research and resolve non-complex problem scenarios
• Performing basic mathematical calculations
• Prepare a variety of reports and presentation materials which are accurate, concise and presented in a neat and orderly fashion to diverse audience groups
• Public speaking
• Incorporate cultural diversity and age appropriate care into all aspects of communication and patient care; scope of services provided will typically encompass age groups ranging from adult through geriatric
• Communicate clearly and effectively, both verbal and written
• Establish and maintain collaborative relationships
• Type 45 WPM with accuracy
• Ten key by touch
• Concentrate and pay close attention to details
• Work effectively in a team environment • Work independently with minimal supervision
• Maintain flexibility to adapt to a variety of workload assignments
• Meet and maintain established deadlines
• Adhere to established policies and procedures
• Lift and carry computer printouts
• Apply policies and procedures; identify non-compliance issues and make recommendations for appropriate action to resolve
• Position requires the highest degree of integrity and confidentiality due to the sensitive nature of information handled.
• Clerical and data entry errors could result in underpayments or overpayment of wages and result in employee satisfaction issues.
• Correction of errors causes re-work which results in lost productivity and efficiency and directly impact the accuracy of W-2’s, tax reporting and benefit plan audits.
• The varying number and types of Billings Clinic pay practices requires detailed attention t o ensure accurate coding, editing and payment of wages.

Minimum Qualifications

• High school graduate or equivalent


• Two years of related experience

Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more

Billings Clinic is committed to the principles of Equal Employment Opportunity. All policies and processes are designed toward achieving fair and equitable treatment of all employees and job applicants. Employees are encouraged to discuss any concerns they have in this regard with their immediate supervisor and/or the Vice President People Resources. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, creed, religion, national origin, gender, gender identity, sexual orientation, age, marital status, genetic information or disability.