Payroll Manager

Title: Payroll Manager

Location: Remote (Texas)

Salary: $75 000 - $90 000

 

About ICG Medical: ICG Medical is a leading global healthcare recruiter focused on nurses (all specialties), midwives, and home care/healthcare workers. Our company vision is to improve patient care. The DNA makeup of our business stems from our core values: Open, Family, and Passion. One of our main differentiators is that we care. We establish trusting relationships with our connections and each other. We have fun at work and together we remain focused, grounded, and engaged in our service offering. The business is made up of three recognized healthcare recruitment brands that sit underneath the ICG Medical arm. each delivers tailored solutions for our candidates and clients from our offices in the UK, Ireland, India, South Africa, China, Philippines, Australia, Canada, and the USA with more office openings on the horizon

 

Position Summary

The Payroll Analyst is responsible for overseeing high-volume payroll operations for a healthcare staffing organization, ensuring accuracy in clinicians’ payroll and multi-state compliance. This role manages and collaborates with an offshore payroll support team and oversees customer service workflows, including ticket management and timely resolution of payroll-related inquiries. The ideal candidate has strong analytical skills, exceptional customer service ability, and experience with end-to-end payroll operations in the staffing industry.

 

Key Responsibilities

Payroll Operations

· Manage full-cycle weekly payroll for healthcare clinicians and contractors.

· Process weekly timesheets, overtime, shift differentials, per diem, stipends, reimbursements, and adjustments.

· Oversee payroll accuracy across multiple states with varying wage laws and shift structures.

· Reconcile payroll registers, deductions, garnishments, PTO accruals, and benefits.

· Ensure on-time payroll delivery for all healthcare staff.

 

Pay & Bill / Contractor Margin Management

· Monitor contractors' pay rates vs. client bill rates to ensure accurate gross margin calculation.

· Validate timesheets and job orders for correct bill rates, pay rates, markup percentages, and contract terms.

· Work closely with sales, recruiting, and accounting to maintain proper margin controls and reduce leakage.

· Prepare weekly Pay & Bill reports, analyzing discrepancies, profit variances, and margin trends.

· Identify billing issues, incorrect bill rates, or pay errors and correct them proactively.

 

Offshore Team Leadership

· Manage, coach, and oversee an offshore payroll support team (data entry, timesheet validation, reconciliations).

· Establish SLAs, workflows, and performance KPIs for offshore team deliverables.

· Review offshore-prepared payroll data and approve only after accuracy checks.

· Coordinate daily communication between onshore and offshore teams to maintain smooth operations.

 

Compliance & Reporting

· Ensure compliance with FLSA, state-specific wage laws, healthcare staffing pay standards, and ACA rules.

· Maintain audit-ready payroll documentation and support internal/external audits.

· Prepare and file quarterly payroll tax reports with states (SUTA, wage reports, local taxes).

· Support annual W-2, 1099, and year-end payroll tax processes.

 

Process Improvement & Systems

· Leverage payroll/ATS/VMS systems (ADP) to streamline operations.

· Identify inefficiencies and enhance cross-departmental processes to reduce manual errors.

· Create payroll analytics dashboards for leadership (payroll cost trends, margins, tax liabilities, etc.).

 

Cross-Functional Collaboration

· Partner with Scheduling, Recruiting, Sales, Accounting, and Compliance teams to quickly resolve discrepancies.

· Communicate payroll policies, deadlines, and changes to internal teams and field staff.

· Support ongoing growth by building scalable payroll systems and SOPs.

 

Qualifications Required

· Bachelor’s degree in accounting, Finance, Business, or related field (or equivalent payroll experience).

· 5+ years of payroll experience in healthcare staffing, travel nursing, per diem, or allied staffing.

· Proven experience working with and managing offshore payroll teams.

· Strong understanding of contractor margins, pay & bill reporting, and rate management.

· Experience filing quarterly payroll tax reports with U.S. states.

· Advanced knowledge of multi-state payroll compliance.

· Customer service experience with strong communication skills.

· Proficiency with payroll/HRIS systems (ADP, Paychex).

· Strong Excel skills for payroll analytics.

Preferred

· Experience with VMS platforms (ShiftWise, Aya Connect, Vaya, Medefis, etc.).

· Background in high-volume staffing environments (500–2,000 timesheets weekly).

· Experience integrating payroll with ATS and billing platforms.

Key Competencies

· Accuracy & Attention to Detail

· Leadership & Offshore Team Management

· Analytical Thinking & Margin Understanding

· Problem Solving & Root Cause Analysis

· Strong Communication

· High Accountability & Ownership

· Ability to thrive in fast-paced, high-volume environments