Payroll Specialist at Flexi-Personnel

JOB PURPOSE:

• This position requires comprehensive expertise in payroll management, healthcare labour regulations, and adherence to local labour laws. The Payroll Specialist will oversee payroll activities, ensuring precision, punctuality, and regulatory alignment, while acting as the central point of coordination between the Payroll, Human Resources, Finance, and Operations teams.
• The successful candidate will be a dynamic and strategic professional who excels in high-pressure healthcare settings, possesses outstanding analytical and problem-solving capabilities, and consistently aligns payroll practices with the organization’s commitment to empowering caregivers and personnel delivering essential homecare services.

DUTIES AND RESPONSIBILITIES:

Payroll Operations

• Manage and process payroll for all homecare staff (field caregivers, nurses, administrative staff) across multiple states and pay cycles (weekly, bi-weekly, and monthly).
• Validate timesheets, schedules, and electronic visit verification (EVV) records to ensure accurate compensation.
• Maintain compliance with the Employment Act of Kenya, wage and hour regulations, overtime rules, and healthcare-specific pay requirements.
• Accurately process shift differentials, on-call pay, hazard pay, and union agreements (if applicable).
• Monitor garnishments, benefits deductions, direct deposits, and tax withholdings.

Compliance & Audit

• Ensure payroll processes comply with national and county regulations, including the Social Health Insurance Fund requirements where applicable.
• Prepare and file all payroll-related tax reports and ensure accuracy in following local tax laws and filing statutory deductions.
• Lead internal and external payroll audits, ensuring timely resolution of discrepancies and compliance with audit standards.
• Keep current with legislation affecting payroll, including KRA guidelines, Ministry of Labour updates, and healthcare wage compliance (e.g., minimum wage mandates, live-in caregiver pay rules).

Collaboration & Leadership

• Partner with HR on employee life-cycle changes (new hires, transfers, promotions, terminations, and leave of absence management).
• Serve as the main point of contact for employee payroll inquiries, resolving issues promptly while maintaining a high level of customer service.

Process Improvement & Systems Management

• Oversee payroll systems and HRIS platforms; recommend and implement system upgrades, integrations, and automation tools.
• Develop and refine standard operating procedures (SOPs) to ensure consistency, scalability, and efficiency.
• Identify opportunities for streamlining payroll processes, reducing errors, and enhancing employee experience.
• Produce regular and ad hoc reports on payroll trends, compliance, and workforce costs for leadership decision-making.

EDUCATIONAL QUALIFICATIONS & SKILLS:

• Bachelor’s degree in accounting, finance, human resource, business administration, or a related field required.
• Must have a CPA (K), ACCA or an equivalent professional accounting certification.
• 5+ years of progressive payroll management experience, with at least 2 years in healthcare, homecare, or another service-oriented industry.
• Strong knowledge of multi-state payroll processing, healthcare labour laws, wage/hour compliance, and union contract administration.
• Experience with Social Health Insurance Fund-related payroll compliance and EVV systems strongly preferred.
• Proficiency with payroll and HRIS systems (e.g., ADP, Paycom, Paychex, or equivalent), along with advanced Excel skills (pivot tables, VLOOKUP, data validation).
• Demonstrated leadership skills, with proven ability to manage and develop payroll staff.
• Exceptional analytical skills, attention to detail, and ability to work under tight deadlines.
• Strong interpersonal and communication skills, with the ability to work cross-functionally and provide excellent service to employees and leadership.
• High ethical standards with commitment to confidentiality, compliance, and integrity in all payroll matters.