Senior Administrative Assistant (Telestaff Administrator)

UKG/Telestaff Administrator

Salary is based on experience and/or qualifications, and is subject to negotiation. Plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs and policies, work methods and procedures. At the direction of an administrative superior, this employee may analyze and evaluate major segments of the organization and, based on study findings, develop recommendations and advice to management for the purpose of improving the effectiveness and efficiency of programs and operations management. Under administrative direction, employee is required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employee must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances. This a a classified position covered by the Personnel Rules and a Management Category IV position which includes five (5) additional Management Vacation Days and a Vehicle Allowance of $120/month.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• At the direction of an administrative superior, identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies.
• Makes presentations utilizing charts, slides and other visual support devices
• Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
• Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
• Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, workflow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; advises departmental personnel on budget problems, processes and procedures.
• May be assigned to direct various phases of departmental administrative operations.
• Configure and manage pay rules, accruals, security roles, and user access.
• Oversee UKG system upgrades, updates, and maintenance in coordination with IT and vendors.
• Act as primary contact for staff regarding system functionality, scheduling, and payroll concerns.
• Support biweekly payroll processing by resolving timekeeping issues and correcting employee records.
• Ensure data accuracy and compliance through audits and system integrity checks.
• Manage integration between UKG and related business systems.
• Develop and deliver end-user training on system features and best practices.
• Coordinates with the Infor Team and Human Resources to complete 3rd party audits of employee leave balances
• Facilitates audits of FMLA leave balances
• Periodic coordination with the Office of Management and Budget regarding overtime reports and data compilation
• Tracking, documentation, storing of all employee Transfer Orders & Report of Status documents
• Facilitate Operations Bureau Shift Pick correlating to UKG Telestaff, which requires new call sign formatting and shifts to be created for scheduling in Telestaff, coordination with BSO for CAD entry and mobile log on
• Performs periodic Telestaff scheduling training for supervisors of all ranks and new employees on the payroll system and Telestaff to ensure correct compensation, requiring briefing attendance on all three shifts
• Tracks overtime and staff usage for all department large scale events
• Performs related work as required.

Minimum job qualifications:

1. Bachelor's Degree from an accredited four-year college with major coursework in business or public administration, or a closely related field. Possession of a master's degree may be substituted for one (1) year of required work experience.
2. Three (3) years of paid, full-time work experience primarily involving one or more of the following: the analysis, planning and development of programs, policies, operations, methods and/or procedures; the evaluation of program and operation effectiveness; the development of revised administrative practices in order to meet program, policy, organizational or legislative change, to expedite work, to effect economies of time, money, personnel and equipment, or to otherwise assist in the solution of administrative and management problems.
3. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for the required experience or education.
4. Candidates will be required to pass a background investigation, which includes a polygraph examination, prior to employment.
5. If claiming Veterans' Preference, you must attach a copy of the DD214 Member 4 form (or other supporting claim documents) to your on-line application.

Preferences:

1. Two (2) years of paid, full-time work experience as an UKG system administrator and/or in a role primarily involving the use of Workforce Management, Workforce Central, UKG Pro, or UKG Dimensions.
2. UKG Pro, UKG Dimensions, or Workforce Central certifications.
3. Experience in a large, complex organization, particularly within a union.

Knowledge of:

• UKG Workforce Management timekeeping system.
• UKG Telestaff system.
• Human Resource Delivery Service system (INFOR).
• SFTP interfaces between Google Big Query and the UKG Workforce Management timekeeping system.
• HRM organization structure
• Federal and State laws and regulations relating to timekeeping and payroll.
• Research and statistical methods applicable to personnel management.
• Time, Labor, and Payroll processes, procedures, and policies.
• City Personnel Rules and policies.
• The principles of public administration and governmental organization structure and occupational groupings.

Ability to:

• Identify and resolve procedural and operational problems.
• Perform audits on timekeeping data to identify problems, trends, and make recommendations.
• Plan, organize, and coordinate activities to accomplish work assignments.
• Conduct research and apply results to programs, procedures, and report recommendations.
• Prepare written reports and other materials; make effective oral presentations.
• Communicate clearly both orally and in writing.
• Strong analytical, problem-solving, and critical-thinking skills with keen attention to detail.
• Excellent communication and interpersonal skills, with the ability to effectively collaborate with various teams and stakeholders.
• Proficiency in reporting tools and experience with data integration processes.
• Proven ability to manage projects and prioritize multiple tasks in a fast-paced environment.
• Establish and maintain effective working relationships with City officials, employees, subordinates, management, professionals, and the public.

As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads. The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.