Kourtney Rubin
Katy,TX
Summary
Human Resources, Payroll, Benefits, and Operations Leader with 10+ years of progressive experience supporting healthcare, government contracting, behavioral health, and multi-entity organizations. Proven success leading multi-state payroll operations across 8 states, supporting up to 76 employees, validating and managing $1.2M+ in payroll, and supporting financial operations and program activity exceeding $5M. Extensive background in full-cycle payroll, benefits administration including medical, dental, vision, 401(k), and 403(b), HR operations, compliance management, employee relations, workforce planning, and process improvement. Recognized for improving payroll accuracy, strengthening compliance frameworks, and building scalable processes that support organizational growth. Experienced in highly regulated environments requiring strong knowledge of ERISA, ACA, COBRA, HIPAA, federal and state payroll regulations, government grant requirements, and Department of Defense standards. Brings a unique blend of HR leadership, payroll expertise, benefits administration, government systems knowledge, financial analysis, and operational strategy. Results-driven leader known for improving payroll accuracy, strengthening compliance structures, and enhancing operational efficiency across multi-entity and regulated environments.
Overview
13
13
years of professional experience
Work History
HUMAN RESOURCES, PAYROLL & BENEFITS MANAGER
You Turn Residential | Community Alliance | United Resource Project (URP)
11.2025 - 03.2026
- Directed HR, payroll, benefits, and employee support operations across three affiliated behavioral health organizations in a multi-entity environment
- Managed multi-state payroll operations across 8 states supporting up to 76 employees with strong payroll accuracy and timely processing
- Oversaw full-cycle payroll processing including earnings, deductions, garnishments, tax withholdings, benefits deductions, and issue resolution
- Administered employee benefits programs including medical, dental, vision, disability, leave programs, and 401(k) retirement plans
- Ensured compliance with ERISA, ACA, COBRA, HIPAA, and multi-state labor and payroll regulations
- Served as primary ADP Workforce Now administrator, managing employee records, payroll workflows, onboarding dependencies, tax updates, and payroll issue resolution
- Conducted payroll audits, reconciliations, and variance reviews to identify and resolve payroll discrepancies before and after processing
- Developed and implemented SOPs, compliance frameworks, and operational policies across multiple business units
- Created and enforced code of conduct standards, disciplinary documentation, and compliance-related workforce expectations
- Led employee relations processes, investigations, disciplinary actions, and HR compliance initiatives
- Oversaw payroll and HR operations across multiple entities, ensuring alignment, consistency, and operational continuity
- Implemented structured workflows to reduce payroll errors and improve reporting consistency and operational efficiency
- Served as primary point of contact for payroll, HR, benefits, employee questions, manager escalations, and compliance concerns across departments
- Partnered with executive leadership on workforce planning, compensation alignment, policy implementation, and operational strategy
- Improved payroll accuracy, reporting consistency, documentation, and overall operational structure across entities
- Helped manage timekeeping, approvals, payroll cutoff expectations, and correction workflows to maintain payroll integrity and accountability
- Supported handbook development, policy updates, onboarding workflows, benefits coordination, and organization-wide process standardization
PROGRAM ANALYST
UIC / Bowhead – Department of Defense
Fort Story, VA
10.2024 - 12.2025
- Supported federal programs managing more than $5M in cost centers, funding activity, and operational portfolios
- Utilized SAP / Navy ERP and Deltek for payroll validation, financial tracking, reporting, and cost monitoring
- Supported validation and oversight of $1.2M+ in payroll-related government funding activity
- Conducted financial analysis and variance reviews to support program performance, labor tracking, and funding accuracy
- Ensured compliance with federal financial regulations, reporting standards, and internal controls
- Assisted with financial reporting, budget alignment, project tracking, and program support activities
- Managed procurement requests, purchase documentation, administrative coordination, and government correspondence
- Supported Defense Travel System (DTS), including travel authorizations, voucher processing, funding validation, and compliance
- Assisted with NWA tracking to ensure funding availability for payroll, travelers, and program needs
- Coordinated cross-functional efforts between finance, logistics, operations, and leadership teams
- Supported audit readiness, documentation standards, and compliance activities within a highly regulated environment
- Prepared reports, research, and analysis to support high-visibility program leadership and operational decision-making
BOOKKEEPER (CONTRACT)
Harbourview Mechanical | Robert Half
08.2024 - 09.2024
- Managed accounts payable, accounts receivable, reconciliations, and daily financial transactions
- Supported payroll processing and financial reporting using QuickBooks
- Assisted with construction accounting, contracts, permits, business licenses, and financial tracking
- Maintained organized records and supported accurate transaction coding and reporting
- Contributed to operational and accounting support in a fast-paced construction environment
PAYROLL COORDINATOR
Resolution Think
08.2022 - 05.2024
- Managed multi-state payroll processing across multiple jurisdictions ensuring accuracy, timeliness, and compliance
- Processed payroll taxes including SUI, FUTA, federal, state, and local requirements
- Administered employee deductions including benefits, retirement contributions, garnishments, and tax withholdings
- Investigated payroll discrepancies and resolved employee payroll issues in a timely manner
- Ensured compliance with government grant requirements, maintaining reporting accuracy and funding eligibility
- Improved payroll processing efficiency through issue resolution, follow-up, and process refinement
- Served as liaison between HR, payroll, and finance to ensure alignment, documentation, and compliance
- Developed and delivered employee training, onboarding programs, and HR process guidance
- Conducted corporate trainings and presentations for staff and leadership
- Contributed to employee handbook creation aligned with government contracts and internal policies
- Supported audit readiness, payroll reporting, and compliance documentation
- Assisted with payroll-related research, internal communication, and operational support functions
HEALTHCARE ADMINISTRATIVE SUPPORT / REFERRAL CLERK
PQC
Langley Air Force Base
09.2021 - 05.2022
- Supported federal healthcare operations, referrals, and EMR systems including AHLTA and CHCS
- Maintained HIPAA compliance and accurate patient documentation
- Coordinated provider workflows, referral processing, patient services, and appointment support
- Assisted with administrative accuracy and service support in a military healthcare environment
CUSTOMER SERVICE ASSOCIATE II (INSURANCE VERIFICATION)
Sentara Healthcare
12.2019 - 07.2021
- Verified insurance benefits, coverage, deductibles, eligibility, and coordination of benefits
- Worked with Medicare, Medicaid, Tricare, and commercial insurance plans
- Coordinated referrals, authorizations, appointment support, and scheduling functions
- Ensured compliance with healthcare billing regulations in high-volume environments
- Resolved high-volume billing, insurance, and benefits-related inquiries with professionalism and accuracy
- Assisted patients with understanding coverage, eligibility requirements, and next-step documentation
PATIENT ACCOUNT REPRESENTATIVE
Bayview Physicians Group
11.2017 - 11.2019
- Managed claims processing, accounts receivable, payment follow-up, and billing resolution
- Ensured compliance with billing, coding support, and documentation standards
- Coordinated with providers, patients, and insurance carriers to resolve claims and payment issues
- Supported revenue cycle operations through account review, claim follow-up, and collections support
BILLING SPECIALIST | OFFICE MANAGER
Internal Medicine – Dr. Romero
05.2016 - 09.2017
- Managed office operations, billing, insurance verification, and patient account functions
- Coordinated physician schedules, front-office workflow, and patient service support
- Educated patients on benefits, payment expectations, and financial responsibility
- Assisted with administrative coordination, documentation, and office operations in a medical practice setting
TELLER
Magnify Credit Union
01.2016 - 04.2016
- Processed financial transactions accurately while maintaining strong internal controls and cash-handling standards
- Assisted members with routine account transactions and service requests
- Maintained accuracy, confidentiality, and compliance in a customer-facing financial environment
BENEFITS COORDINATOR / REFERRAL & BENEFITS SPECIALIST
Healthcare Support Staffing / Conifer Health Solutions
09.2013 - 08.2015
- Coordinated benefits processes including medical, dental, vision, and eligibility support
- Supported 401(k) and 403(b) education, coordination, and employee benefits communication
- Verified benefits and assisted patients and employees with plan understanding and eligibility questions
- Maintained compliance with healthcare regulations, documentation standards, and benefits-related procedures
- Supported referral coordination, benefits review, and administrative processing in a healthcare support environment
PAYROLL SPECIALIST
Alliance Workforce
08.2013 - 12.2014
- Processed payroll and payroll taxes using ADP and QuickBooks
- Supported payroll reconciliations, reporting, and audit documentation
- Assisted with payroll accuracy, employee pay issues, and payroll-related administrative support
- Helped maintain payroll records and compliance with processing requirements
Education
Human Resources Certificate - undefined
Alison
Radiology Coursework, 26 Credits
St. Petersburg College
Skills
- Human Resources Leadership
- Payroll Leadership and Administration
- Multi-State Payroll Processing
- Payroll Tax Compliance
- Payroll Audits and Reconciliations
- ADP Workforce Now Administration
- Benefits Administration
- 401(k) and 403(b) Coordination
- Employee Relations
- Compliance Management
- ERISA, ACA, COBRA, HIPAA
- HR Policy Development and Code of Conduct
- SOP Development and Process Improvement
- Government Contract Compliance
- Government Grant Compliance
- Financial Reporting and Analysis
- Budget Tracking and Forecasting Support
- Procurement and Purchase Request Coordination
- Defense Travel System (DTS) Processing
- HRIS and Payroll Systems Management
- Reporting and Analytics
- Training, Presentations, and Workforce Education
- Executive and Government Correspondence
- Cross-Functional Collaboration with HR, Finance, and Operations
- ADP Workforce Now ADP MasterTax SAP / Navy ERP Deltek QuickBooks
- Workday Paychex Paycom Power BI Advanced Excel
- Defense Travel System (DTS)
- Epic AHLTA CHCS Centrix IMX
Timeline
HUMAN RESOURCES, PAYROLL & BENEFITS MANAGER
You Turn Residential | Community Alliance | United Resource Project (URP)
11.2025 - 03.2026
PROGRAM ANALYST
UIC / Bowhead – Department of Defense
10.2024 - 12.2025
BOOKKEEPER (CONTRACT)
Harbourview Mechanical | Robert Half
08.2024 - 09.2024
PAYROLL COORDINATOR
Resolution Think
08.2022 - 05.2024
HEALTHCARE ADMINISTRATIVE SUPPORT / REFERRAL CLERK
PQC
09.2021 - 05.2022
CUSTOMER SERVICE ASSOCIATE II (INSURANCE VERIFICATION)
Sentara Healthcare
12.2019 - 07.2021
PATIENT ACCOUNT REPRESENTATIVE
Bayview Physicians Group
11.2017 - 11.2019
BILLING SPECIALIST | OFFICE MANAGER
Internal Medicine – Dr. Romero
05.2016 - 09.2017
TELLER
Magnify Credit Union
01.2016 - 04.2016
BENEFITS COORDINATOR / REFERRAL & BENEFITS SPECIALIST
Healthcare Support Staffing / Conifer Health Solutions
09.2013 - 08.2015
PAYROLL SPECIALIST
Alliance Workforce
08.2013 - 12.2014
Human Resources Certificate - undefined
Alison
Radiology Coursework, 26 Credits
St. Petersburg College