Payroll Specialist - Healthcare Staffing

Job description

Payroll Specialist - Healthcare Staffing About VIZX Global VIZX Global Solutions is a full-service Business Process Outsourcing (BPO) firm offering customized, scalable, and efficient solutions across key business verticals. We support organizations by managing complex operations, enabling them to focus on their core business goals while we drive productivity, cost savings, and customer satisfaction. We believe Africa, especially Kenya, is the next global outsourcing powerhouse, and we’re building a team that represents that vision. Role Overview We are seeking a Payroll Specialist with U.S. healthcare staffing experience to support payroll operations for a U.S.-based client. This role will be embedded within the client environment and will function as an extension of their payroll and operations team, ensuring accurate and timely payroll processing for healthcare professionals while maintaining compliance with client processes, pay rules, and reporting expectations. The ideal candidate is highly detail-oriented, organized, and dependable, with strong experience handling timesheets, pay adjustments, payroll reconciliations, and employee queries in a fast-paced staffing environment. They should be comfortable working with large volumes of payroll data, tight deadlines, and cross-functional stakeholders including recruiters, staffing coordinators, finance teams, and healthcare staff. Key Responsibilities 1) Payroll Processing & Timesheet Management Support end-to-end payroll processing for healthcare staff, including nurses, caregivers, allied health professionals, and other field-based employees, based on client assignment structures. Review, validate, and process timesheets to ensure hours worked, pay rates, shift differentials, overtime, and other payroll elements are accurate and approved. Identify and resolve payroll discrepancies, missing hours, duplicate entries, rate mismatches, and other issues before payroll finalization. Ensure payroll is processed accurately and within required timelines to support on-time employee payment. 2) Payroll Accuracy, Reconciliation & Adjustments Maintain high accuracy in payroll records, pay calculations, deductions, reimbursements, and corrections. Support payroll reconciliations by reviewing payroll registers, exception reports, and variance reports to identify and address discrepancies. Process payroll adjustments as needed, including missed punches, retro pay, bonuses, stipends, or approved corrections in line with client policy. Escalate unresolved payroll issues promptly and provide clear supporting documentation. 3) Employee Support & Stakeholder Coordination Serve as a key point of contact for payroll-related questions from employees, recruiters, staffing teams, and managers. Respond to payroll inquiries professionally and in a timely manner, ensuring issues are investigated and resolved clearly. Partner closely with client stakeholders and internal teams to confirm approvals, rate changes, assignment details, and payroll exceptions. Communicate proactively on payroll cutoffs, missing documentation, and issues that may affect timely payment. 4) Systems, Compliance & Record Management Maintain accurate payroll records and supporting documentation in payroll systems, ATS/CRM platforms, spreadsheets, or client tools. Ensure confidentiality and proper handling of employee payroll information in line with client policies and data privacy expectations. Follow payroll SOPs, audit requirements, documentation standards, and approval workflows. Support internal reviews and audits by ensuring payroll records are complete, organized, and easy to retrieve. 5) Reporting & Continuous Improvement Track payroll KPIs such as payroll turnaround time, error rates, unresolved queries, timesheet completion, and payroll corrections. Prepare daily, weekly, or payroll-cycle reports aligned to client expectations. Identify recurring payroll issues or process gaps and recommend practical improvements to strengthen efficiency and accuracy. Support process improvement initiatives that enhance payroll quality, reporting visibility, and employee experience. Requirements 2+ years of payroll experience, with proven exposure to U.S. healthcare staffing, homecare, agency staffing, or similar high-volume workforce environments. Strong understanding of payroll processes including time capture, approvals, pay calculations, overtime, and payroll adjustments. Experience processing or supporting payroll for shift-based or hourly staff in a fast-paced environment. Strong attention to detail and accuracy when handling payroll data, pay rates, and employee records. Experience using payroll systems, ATS/CRM tools, spreadsheets, and reporting trackers. Excellent English communication skills, both verbal and written, with strong follow-up and issue-resolution ability. Strong organizational and time-management skills with the ability to manage payroll deadlines and multiple priorities. Ability to work U.S.-aligned time zones and meet payroll-cycle deliverables consistently. Self-driven, dependable, and comfortable working independently within structured payroll processes and KPI frameworks. Nice to Have Experience supporting payroll for healthcare staffing businesses, including nurses, caregivers, allied health, or per diem staff. Familiarity with U.S. payroll elements such as overtime, shift differentials, stipends, reimbursements, and assignment-based pay structures. Exposure to tools such as Bullhorn, Avionté, JobDiva, VMS platforms, RingCentral, Microsoft Excel , or similar payroll and staffing systems. Experience working closely with finance, billing, or credentialing teams in a staffing environment. Comfort working with high-volume weekly payroll cycles and urgent payroll issue resolution. Key Competencies Payroll accuracy and attention to detail Timesheet review and reconciliation Responsiveness and issue resolution Confidentiality and data handling discipline Organization and deadline management Stakeholder coordination and communication Reporting and process compliance Working Model Embedded assignment supporting a U.S.-based client team KPI-driven performance with daily, weekly, and payroll-cycle reporting cadence Collaboration with VIZX operations and leadership to maintain payroll quality, accuracy, and service standards