Program Assistant II Payroll & Central Timekeeping

Job Title

This position runs the front entry space, enters all new hires, audits all terminated employee files as well as tracks and manages the payroll ticketing system for all issues, complaints and submissions to the department for all staff.

Job Description

This position has hybrid work arrangements, employees are expected to report to the office at least 2 days a week. These arrangements are subject to change. About this 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.

About this Position: This position runs the front entry space, enters all new hires, audits all terminated employee files as well as tracks and manages the payroll ticketing system for all issues, complaints and submissions to the department for all staff.

Summary of Job Duties:

• Manage the ticketing system for all submissions to all of the Payroll Department. The will assess and assign each ticket. They will follow up on tickets status based on processing guidelines with the appropriate payroll, HR, BITS/software owners, program or management party (based on the issue.) They will ensure timely resolution and reporting of items not resolved timely or needing further assistance to resolve by management.
• Using eClearance, enter all new employees. This will be entry in Kronos and CPPS. Use the process document to fully enter all new employees. When complete, prepare file according to process document and provide to appropriate payroll officer. New employees should be entered fully within 24 business hours from the time they are received in the HR Payroll queue in eClearance. Employees missing information, inaccurate or incomplete should be routed up to the appropriate queue. Note on actions and issues should always be made in the PAF document.
• Audits files received to terminated report by month. Verifies that all terminated files are received. Reviews each files for mandatory items. Once complete, marks for destruction and files.
• Other duties as assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Important Note: Please review your application to ensure completion. For the most equitable applicant experience, CDHS' hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process. Experience is calculated on a full-time equivalency basis, therefore, it is important to accurately notate the hours you averaged per experience section entry. Volunteer work or related type of experience may be used to meet the qualifications, but must be clearly documented. It is paramount that in the experience portion of the application, the applicant describes the extent to which they possess the education, experience, competencies and background as they relate to the duties outlined in the job announcement.

Minimum Qualifications:

• Option 1 - Experience: Five years of experience in an occupation related to the work assigned to this position. 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
• Option 2 - Experience & Education: A combination of related education and/or relevant 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 equal to five (5) years

Preferred Qualifications:

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

Conditions of Employment:

• Standard Background Name check, TRAILS, CMS and JBITS
• Motor Vehicle Check, if the employee will drive a state-owned vehicle, either in an on-going capacity while performing their normal day-to-day job duties OR on occasion for training/meetings/client visits/etc.
• Must possess a valid, non-restricted Colorado Driver's License or an non-restricted U.S. Driver's License for positions within 30 miles of the CO state border
• Out-of-State Driver's License holders must obtain a valid, non-restricted Colorado Driver's License within 30 days of employment start date.
• Other Conditions of Employment specific to Program
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
• Disclose that information on the application.
• Explain why the prior termination or resignation should not disqualify you from the current position.
• Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

Appeal Rights:

• You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.
• You or your representative must sign and submit the official appeal form for review.
• You can find the official appeal form here (Download PDF reader).
• You must be deliver the official appeal form to the State Personnel Board:
• By email (View email address on click.appcast.io), or
• Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, or
• Hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or
• Faxed View phone number on click.appcast.io) within ten (10) calendar days from your receipt of notice or acknowledgement of the department's action.

Contact the State Personnel Board for assistance:

• At View phone number on click.appcast.io, or
• Refer to the Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.