The Administrative Clerk – HR & Payroll supports the daily administrative operations of the skilled nursing facility with a primary focus on human resources and payroll functions. This position plays a key role in maintaining accurate employee records, supporting payroll processing, assisting with onboarding and compliance, and ensuring adherence to Texas HHSC, CMS, and labor regulations. The role requires a high level of confidentiality, organization, and attention to detail. 

Administrative Duties

• Provide general clerical and administrative support including filing, scanning, data entry, and correspondence
• Answer and direct phone calls, emails, and visitors in a professional manner
• Maintain organized electronic and paper records in accordance with facility policy
• Assist with scheduling meetings, orientations, interviews, and in-services
• Support the Administrator, DON, and department heads with administrative tasks as assigned

Human Resources Duties

• Assist with new hire onboarding, including completion of employment packets, I-9 verification, and orientation documentation
• Maintain employee personnel files in compliance with CMS, Texas HHSC, and facility requirements
• Track employee licenses, certifications, background checks, immunizations, and mandatory training
• Assist with recruitment activities including posting positions, collecting applications, and scheduling interviews
• Process employee status changes such as promotions, transfers, leaves of absence, and terminations
• Respond to routine HR inquiries and escalate issues to the Administrator or HR leadership as appropriate
• Support compliance with federal and state labor laws, including FLSA and Texas Workforce Commission requirements

Payroll Duties

• Collect, review, and enter employee timekeeping information accurately and timely
• Assist with processing bi-weekly or weekly payroll in accordance with facility policies
• Verify hours worked, overtime, PTO, and pay differentials
• Address payroll discrepancies and work with department heads to resolve issues promptly
• Maintain payroll records and documentation for audits and reporting purposes
• Assist with payroll-related reports, reconciliations, and survey requests

Compliance & Confidentiality

• Maintain strict confidentiality of employee, payroll, and facility information
• Ensure compliance with HIPAA, CMS regulations, and Texas HHSC standards
• Assist during surveys, audits, and desk reviews as requested

• High school diploma or equivalent required; associate degree preferred
• Minimum of 1–2 years of administrative, HR, or payroll experience preferred
• Experience in a skilled nursing or healthcare setting strongly preferred
• Familiarity with payroll systems, HRIS, and timekeeping software preferred