Payroll & Billing Specialist

Job Summary We are seeking a dynamic and detail-oriented Payroll & Billing Specialist to join our team! In this role, you will be responsible for managing payroll and billing functions with a high level of accuracy, confidentiality, and attention to detail. This position manages bi-weekly payroll processing, reconciles Direct Support Professional (DSP) hours, and processes Medicaid and service billing through AxisCare and eXPRS systems. The role collaborates closely with leadership, operations, and financial partners to maintain compliance, improve workflows, and ensure timely and accurate payroll and billing processes. Additional responsibilities include maintaining internal tracking systems, supporting financial reporting and audit preparation, and assisting with administrative tasks as needed.

CORE RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Payroll:

Process bi-weekly payroll. Utilize AxisCare and internal payroll related spreadsheets throughout payroll process. Process and maintain employee withholding and payroll updates. Ensure regular hours, overtime, mileage, PTO, deductions, and tax statuses are accurate. Update payroll hours spreadsheet. Confirm accuracy with billing process when reconciling DSP hours issues. Manage payroll tasks throughout the payroll cycle to ensure timely and accurate processing. Implement and maintain quality assurance measures to promote payroll accuracy and compliance. Own the payroll process by ensuring accurate time records. Communicate with DSPs, DSP Leads, and Area Directors regarding scheduling, shifts, payroll discrepancies, and time records. Process garnishments and submit required reports and documentation to appropriate agencies and stakeholders. Coordinate with Technology Specialist, software vendors and technical support to troubleshoot payroll and system-related issues. Own and maintain payroll standard operating procedure (SOP) and review/update as needed. Communicate regularly with relevant managers.

Billing:

Process, submit and reconcile billing for authorized services. Utilize AxisCare, eXPRS, and internal databases and spreadsheets throughout the billing process. Generate and manage all billing related reports, including updates on issues. Communicate with DSPs and their supervisors regarding missing documentation, service records, or billing discrepancies. Complete audits of any billing discrepancies. Communicate regularly with COO and Fractional CFO. Identify opportunities to improve payroll, billing, reporting efficiency, and operational accuracy. Monitor billing accuracy and assist in resolving claim discrepancies or authorization issues. Monitor service authorizations and follow up as needed to prevent authorization lapses. Own and maintain billing standard operating procedure (SOP) and review/update as needed.

EDUCATIONAL REQUIREMENTS/LICENSES/CERTIFICATIONS

High school diploma or equivalent required. Experience with payroll, billing, or healthcare administrative functions. Experience with Medicaid, EVV, or provider agency systems preferred. Experience working within Oregon ODDS, developmental disabilities, or Medicaid-funded provider services preferred. Strong organizational skills and attention to detail required. Ability to manage multiple ongoing responsibilities and deadlines.

TECHNICAL SYSTEMS

Microsoft Word, Excel, and Teams Google Documents/Drive AxisCare e

XPRS Zoom Adobe Acrobat Paylocity Pay:

$28.00 - $32.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Describe your experience processing bi‑weekly payroll, including the systems you have used and the volume of employees you supported. Have you processed Medicaid or service billing before? If so, which platforms have you used?

Work Location:

In person