Payroll Specialist

Essential Services LLC•McMinnville, OR

21d•Onsite

About The Position

Accurate payroll and record management play a critical role in keeping services consistent, compliant, and running smoothly. This is a full-time, in-office position, Monday through Friday from 9:00 AM to 5:00 PM. As a Payroll Specialist, you are responsible for maintaining accurate records of DSP hours worked, mileage, and scheduling. You will work closely with DSPs and internal teams to verify time, ensure compliance with client-authorized hours, and support payroll-related processes. This role requires strong attention to detail, organization, and communication. You will play a key role in ensuring accuracy, compliance, and efficiency in daily operations that directly impact both employees and clients.

Requirements

At least 21 years of age
Ability to pass a DHS criminal history check
Legally eligible to work in the United States
No substantiated abuse or neglect findings
Not listed on the CMS excluded or debarred providers list
Not the spouse of a client you would directly work with
Valid driver’s license and auto insurance (if applicable to duties)
Strong communication and interpersonal skills
Proficiency with Microsoft Office (Excel, Word, Teams) and general computer systems
Ability to work independently and as part of a team
Strong attention to detail and organizational skills
Effective problem-solving and time management abilities
Ability to handle confidential information with professionalism
Sound judgment, accountability, and high ethical standards

Responsibilities

Enter and maintain accurate data in Excel, Word, and internal systems
Ensure all DSP hours and mileage are recorded correctly
Maintain organized and up-to-date records
Verify and adjust DSP hours, schedules, and mileage as needed
Confirm accuracy of clock-in and clock-out GPS locations
Ensure compliance with client-authorized hours and overtime regulations
Upload client hours and mileage into the State of Oregon system
Ensure all entries meet required guidelines and deadlines
Monitor usage of client-authorized hours and mileage allotments
Communicate directly with DSPs to verify hours and mileage
Assist DSPs with updating personal information (contact details, emergency contacts, etc.)
Respond to phone calls, texts, and emails in a timely and professional manner
Prepare and send client Care Summaries
Maintain accurate documentation of adjustments and communications
Support transparency and consistency across payroll records
Participate in the rotation of the Emergency After-Hours Phone
Encourage a collaborative and cohesive team environment
Complete additional tasks as assigned by the Payroll Manager or Supervisor