Program Assistant Ii - Payroll/Timekeeping - Hybrid Work Arrangements.

Department Information

This position is open to current Colorado residents

Please note: This recruitment may be used to fill multiple vacancies.

Work Unit

This unit is responsible for the accurate and timely collection and reporting of hours worked and leave taken by Department employees in accordance with the Federal Fair Labor Standards Act, Family Medical Leave Act, and State Personnel Rules. It is also responsible for accurate and timely payment and reporting of employee wages, benefits, and deductions in accordance with generally accepted accounting principles, federal, state, and Department rules and regulations. This unit serves over 5,000 employees in five agencies (IHA, Wheat Ridge, Grand Junction and Pueblo Regional Centers, Colorado Mental Health Institutes at Ft. Logan and Pueblo, Division of Youth Corrections, and Rifle, Home Lake, Florence & Fitzsimons Nursing Homes) providing payroll and timekeeping, allocation, and benefits functions for the entire Department.

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CDHSCareers

Description of Job

• Currently hybrid, but subject to change in the future.**

Schedule 2 days in office & 3 days work from home

This position will be paid biweekly.

This position provides professional, high-level, technical, and office manager support for the Division of Financial Services, Payroll and Timekeeping Unit, Kronos Administration Unit and for the Payroll Controller. The Program Assistant II ensures that division and unit goals and objectives are achieved. This includes planning and organizing various meetings for the Payroll Controller and other staff, compiling data, doing trend analysis, and preparing management reports that assist the unit in measuring performance, customer satisfaction and trends. This position is heavily focused on the data systems related to the processing of new hires and the full management of the employee issues ticketing system. This position will be primarily the responsible party for the issues system management, assignments, follow up and reporting. This position collects, tracks and interprets data. This position is a back up for work over all of the administrative functions for the Division of Financial Services - Payroll and Timekeeping staff as well as the Kronos Administration staff that report to the Payroll Controller. The position is responsible for identifying office problems or areas that need strengthening and the development of action plans to correct issues identified. The Program Assistant II is responsible to be a back up for unit systems access establishment and monitoring for all staff, and has the authority to make decisions within the limits and objectives set by the Payroll Controller and the technical guidelines of the Division of Financial Services, Payroll and Timekeeping Unit without prior approval. This positions responsible for organizing and establishing work processes to deliver program services prescribed by management.

Primary Job Duties

• Issues ticketing system oversight and managment
• Processing new hires
• Eclearence - Tracking Personnel Action Forms
• Assistant to the Payroll Controller
• Correspondences: manages communication with other offices, confidential matters, etc
• Project Management/Oversight

Education And Experience

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Five years of experience in a support role, such as an administrative assistant or program/project support, or a role that is closely related and involves duties such as data management or ticketing system management

Substitutions

Appropriate education will substitute for the required experience on a year-for-year basis.

• Part-time experience is pro-rated.

Preferred Qualifications

• Experience with website management
• Experience with ticket system management
• Participation in both team and individual environments Experience with project management or event planning
• Excellent communication skills
• Executive level support
• Experience with Microsoft and/or Google applications
• Close attention to detail and ability to closely follow multi-step processes and perform at high levels of accuracy
• Preference will be given to individuals with government, accounting, payroll and timekeeping experience
• Experience with large data sets to include design and reporting skills

Conditions of Employment:

• This position may include travel for work-related trainings and meetings.
• Standard background check.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

Appeal Rights

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.