Payroll Specialist

Essential Services LLC; McMinnville (OR); On-site; USD 42,653 - 51,090; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with annual pay increases

Paid time off

Job summary

Essential Services LLC is seeking a Payroll Specialist to maintain accurate DSP hours, mileage, and scheduling records for in-home and community-based care in Oregon. This full-time, in-office role runs Monday through Friday, 9:00 AM to 5:00 PM, and partners with DSPs and internal teams to verify time and ensure client-authorized hours are met.

The position emphasizes accuracy, compliance, and efficient daily operations that impact both employees and clients.

Qualifications

• Must have strong data accuracy and attention to detail.
• Excellent communication and interpersonal skills.
• Proficient in MS Office and basic accounting/records.
• Ability to manage time and meet deadlines.
• Ability to work independently and as part of a team.

Responsibilities

• Data entry and records management in Excel and internal systems.
• Verify and adjust DSP hours, mileage, and schedules for payroll.
• Upload and monitor state reporting and compliance requirements.
• Communicate with DSPs to verify hours and updates.
• Prepare client care summaries and maintain documentation.
• Support payroll operations and cross-team coordination.

Skills

Data accuracy

Attention to detail

Communication

Time management

Independent work

Tools

Microsoft Office

Excel

Teams

Job description

Description

At Essential Services LLC, we support individuals with intellectual and developmental disabilities by connecting them with qualified Direct Support Professionals (DSPs) who provide in-home and community-based care. Accurate payroll and record management play a critical role in keeping services consistent, compliant, and running smoothly.

About the Role

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.

Key Responsibilities

1. Data Entry & Record Management

• 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

2. Payroll & Time Verification

• 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

3. State Reporting & Compliance

• 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

4. DSP Support & Communication

• 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

5. Documentation & Reporting

• Prepare and send client Care Summaries
• Maintain accurate documentation of adjustments and communications
• Support transparency and consistency across payroll records

6. Team Support & Operations

• 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

What We Offer

• $4,200/month salary with an evaluation at 90 days
• Medical, Dental, and Vision insurance
• 401(k) with annual pay increases
• Paid Time Off and Sick Time
• Mileage reimbursement at company events
• A workplace that values accuracy, accountability, and continuous improvement

Ready to Join Us?

We're reviewing applications now. If you’re detail-oriented, organized, and committed to accuracy and accountability, we’d love to hear from you.

Requirements

Minimum Qualifications

• 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)

Skills & Abilities

• 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