Payroll Manager
Part Time • Hybrid - US
Responsive recruiter
Hopeful Minds Counseling Services Corp seeks a diligent and detail-oriented Part-Time Payroll Manager to oversee all aspects of our payroll function, ensuring accurate, timely compensation and compliance with federal, state, and local regulations. The ideal candidate will bring proven payroll expertise, strong systems-management skills, and a collaborative mindset to support our growing mental health practice.
About Hopeful Minds Counseling Services Corp
Hopeful Minds is a culturally responsive, trauma-informed mental health practice serving diverse communities throughout Oregon. We specialize in providing telehealth and in-person therapy, emphasizing accessible care for children, teens, and families from underserved backgrounds.
Position Overview
As our Part-Time Payroll Manager, you will own the end-to-end payroll process for approximately 25 employees, working closely with our HR, Finance, and administrative teams. You’ll ensure that payroll cycles run smoothly, employees are paid accurately and on schedule, and all payroll records meet rigorous compliance standards.
Key Responsibilities
- Full-Cycle Payroll Processing: Manage and execute bi-monthly payroll cycles, including timesheet collection, data entry, reconciliations, and disbursements for salaried and hourly staff (Indeed).
- Regulatory Compliance: Maintain up-to-date knowledge of federal, state, and local payroll laws (e.g., Oregon wage and hour requirements), ensuring accurate tax withholdings, filings, and garnishment processing
- Benefits Reconciliation: Coordinate with benefits providers to reconcile deductions for health insurance, retirement plans, and other voluntary deductions each pay period.
- Tax Reporting & Filings: Prepare and file quarterly and annual payroll tax returns (e.g., Form 941, state unemployment reports) and coordinate W-2/W-3 issuance.
- System Optimization: Administer and optimize the practice’s payroll software (e.g., ADP, QuickBooks Payroll), including system updates, troubleshooting, and rollouts of new features.
- Data Integrity & Reporting: Generate payroll reports and analytics for Finance and leadership, ensuring data accuracy and providing insights on labor costs and budget variances.
- Cross-Functional Collaboration: Partner with HR on new hire onboarding, terminations, and changes in employment status; liaise with Finance on cost allocations and month-end close processes.
- Process Improvement: Identify opportunities for streamlining payroll workflows, developing and documenting standard operating procedures and controls.
Qualifications
- Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred (Lifestance Health).
- Minimum 3 years of payroll management experience, ideally within a healthcare or nonprofit organization.
- Proficiency with payroll and time-tracking systems (e.g., ADP, Paylocity, QuickBooks) and Microsoft Excel.
- Strong understanding of multi-state payroll regulations and tax filing requirements.
- Excellent analytical skills, high attention to detail, and the ability to maintain strict confidentiality.
- Demonstrated ability to communicate effectively and work collaboratively across departments.
Skills and Competencies
- Solid organizational and time-management skills; able to prioritize competing deadlines.
- Problem-solving mindset with an emphasis on accuracy and process improvement.
- Strong interpersonal skills and a service-oriented approach to supporting staff and leadership.
Schedule, Compensation, and Benefits
- Part-Time: Approximately 20 hours per week, with flexibility to support bi-monthly payroll cycles.
- Compensation: $20–$40 per hour, DOE, prorated from the full-time range of $60,000–$78,000 annually.
- Benefits: Pro-rated participation in medical, vision, retirement plan.
Location
Hybrid role based in Newberg, OR, with the expectation of on-site presence during payroll weeks and for key departmental meetings.
How to Apply
Please send your resume and a cover letter describing your payroll experience and interest in mental health services to office@hopefulmindscounseling.com with the subject line “Part-Time Payroll Manager Application.” Applications will be reviewed on a rolling basis until the position is filled.
Hopeful Minds Counseling Services Corp is an equal opportunity employer committed to diversity, equity, and inclusion. We encourage applications from candidates of all backgrounds.
Flexible work from home options available.
Compensation: $20.00 - $40.00 per hour
About Us
Hopeful Minds Counseling Services-Corp in Newberg, Oregon, offers comprehensive outpatient mental health services to people of all ages and backgrounds. Nadège Petrie, LPC, LMHC, and our compassionate therapists practice a culture of kindness, respect, and trust, helping each person heal from trauma, psychological disorders, and life challenges by delivering personalized care.
Our Hopeful Minds Counseling Services team specializes in culturally competent care for people in the BIPOC and LGBTQIA+ communities. Our team of therapists respect each person, acknowledge how their mental health is affected by societal racism, discrimination, and violence, and honor their unique needs.
We offer BIPOC therapy, protect and promote LGBTQIA+ mental health, and treat all mental health disorders, including anxiety, depression, and post-traumatic stress disorder (PTSD).
Our specialized team is highly trained in many therapeutic approaches, including trauma-informed therapy, allowing us to create treatments that fit each person’s goals. Patients can also receive individual, couples, family, and group therapy
Hopeful Minds Counseling Services provides clinical supervision for clinical social work associates (CSWAs), licensed professional counselor (LPC) interns, licensed professional counselor associates (LPCAs), and counseling professionals at all stages of their careers.
(if you already have a resume on Indeed)