Payroll Exceptions Coordinator

    • Job Tracking ID: 512507-743081
    • Job Location: Milwaukee, WI
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: September 15, 2020
    • Years of Experience: Not Applicable
    • Starting Date: September 22, 2020
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Job Description:


I. Position: Personal Assistance Services (PAS) Payroll and Exceptions Coordinator

II. Status: Full-Time, Hourly

III. Reports to: Accounting General Manager

IV. Position Summary: The payroll and exceptions coordinator (PEC) partners with accounting, human resources, PAS and outside vendors to ensure every one of our PCW’s is paid correctly and on-time. To be successful, the PEC must also be able to see the big picture impact that payroll has on the organization’s bottom line as well as the daily lives of each employee. Because of this, they are accurate, have a sense of urgency and are proactive in resolving issues. Conduct ongoing related paperwork training for PCWs.

V. Position Expected Hours of Work: This is a Full-Time position. Days and hours of work are Monday through Friday, 8:00 am to 4:30 pm. Occasional evenings and weekends.

VI. Essential Functions of the Position:

  1. Resolve errors on timesheets for accurate and timely payroll processing. Investigate timesheet issues (exceptions) and make recommendations on processing of timesheets in an expedient manner.
  2. Research and assist with all PCW pay errors.
  3. Document late timesheets and complete verbal disciplines on late timesheets and unapproved overtime and recommend escalation where appropriate.
  4. Educate PCWs on filling out timesheets correctly and correcting errors on timesheets in new PCW orientation and on an ongoing basis.
  5. Consult and confer with Registered Nurse (RN) Care Coordinators, PCWs, consumers, and accounting clerks regarding errors and payroll in a timely manner.
  6. Input and coordinate consumer and PCW scheduling and other related information.
  7. Maintain accuracy in data entry for efficient payroll and claim processing.
  8. Process billable nursing visits on a daily basis as a backup to the system. Process all non-billable nursing visits on a daily basis.
  9. Complete and document hospital verifications.
  10. Investigate "no authorization and no orders" issues and make recommendations for resolution.
  11. Must have a firm belief in consumer control, the Independent Living Philosophy and Independence First’s Vision Statement.

Work Environment:

  1. Work environment is generally performed in an office setting with minimal to moderate noise level.

  1. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

Experience and Skills:

I. Professional Qualifications:

  1. High school diploma or equivalent.
  2. Knowledge of payroll processes or collections experience as well as customer service experience required.
  3. Positive attitude and professional approach to work.
  4. Ability to communicate effectively and professionally orally and in writing.
  5. Analytical ability to find conflicts and resolve them.
  6. Excellent organizational skills, interpersonal skills, and ability to prioritize work in a fast paced environment.
  7. Proficient knowledge of and experience in the general use of computers and internet.
  8. Ability and flexibility to adhere to deadlines and professional judgment to maintain highly confidential information required.
  9. Attention to detail and accuracy a must.
  10. Ability to work independently and as part of a team.
  11. Must be punctual, reliable and dependable.