Timekeeping Specialist (Administrative Specialist 1) 12 Months-Limited Duration

Timekeeping Specialist (Administrative Specialist 1) 12 Months-Limited Duration

If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At the Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all.

Opportunity Awaits, Apply Today! Timekeeper (Administrative Specialist 1) SR 17 Oregon State Hospital-Salem, Oregon**12 month-limited duration**

Under the direction of the Oregon Health Authority, the Oregon State Hospital (OSH) operates campuses in Salem, Junction City and Pendleton to provide patient-centered, psychiatric treatment for adults from throughout the state who need hospital-level care. The hospital's primary goal is to help people recover from their illness and return to the community. Services include psychiatric evaluation, diagnosis, and treatment, as well as community outreach and peer support.

The OSH Centralized Timekeeping Office, within the Business and Finance department under the CFO/COO, manages timekeeping and payroll integration for all OSH employees. The Centralized Timekeeping Office is dedicated to providing timely, accurate and consistent pay coding and timekeeping, ensuring smooth payroll delivery in compliance with CBA, state policy, and applicable laws and rules.

The primary purpose of this position is to ensure the accurate, consistent, and timely reconciliation of payable hours by monitoring, auditing, and transmitting employee time and attendance information between the Oregon State Hospital (OSH) Electronic Time Management System (ETMS) and the state payroll system.

Key functions include:

• Monitoring and Auditing: Regularly checking and auditing employee time records to ensure accuracy and compliance with policies, procedures, and collective bargaining agreements.
• Transmitting Information: Handling the transmission of time and attendance data between the ETMS and state payroll system.
• Administrative Research and Analysis: Conducting thorough research, analysis, and evaluation to interpret policies, procedures, rules, and collective bargaining agreements.
• Resolving Discrepancies: Identifying and resolving discrepancies in timekeeping records to produce accurate employee payroll.

Time and Attendance Record Entry

Accurate Record Maintenance: Maintain precise timekeeping records for all OSH staff using multiple software systems and programs.

Independent Work: Operate independently and manage caseloads and multiple OSH and state payroll deadlines efficiently.

Error Identification and Correction: Identify, audit, and correct scheduling and record entry errors, and report these errors to employee and management.

Signature Processing: Request and process supervisor signatures on unapproved timesheets.

Timesheet Correction Processing: Process closed month corrections in the state payroll system.

Entry Interpretation: Interpret and manually adjust ETMS entries to accurately reflect employee time, ensuring the integrity of the information.

Inter-departmental Communication: Interact with staff, OSH managers, and OHA payroll to collect and verify information, communicate deficiencies, and provide guidance on timekeeping issues.

Compliance Monitoring: Monitor employee time for compliance with collective bargaining agreements and internal policies and procedures. Report findings to the appropriate sources.

Real-time Analysis: Analyze and collaborate on real-time payable hour requests with agency partners to ensure accuracy of payable hours.

System Proficiency: Maintain proficiency with the ETMS and state payroll system to provide accurate employee payable hours.

Issue De-escalation: Address and de-escalate issues arising from staff concerns over time entry.

Remote Work Eligibility

Remote Work: Most duties can be performed remotely. To be eligible for remote work, staff must have a home office that meets all applicable technology, security, and safety requirements, including protecting confidential information. Security measures may include locked file cabinets and desks, regular password maintenance, and other appropriate steps.

Appropriate Environment: Remote workers must establish and maintain an appropriate work environment.

Reporting to OSH: Remote workers may be required to report to OSH as determined by the manager to perform duties, receive training, or participate in meetings.

Remote Work Percentage: This position may be eligible to work remotely up to 80% of the time.

What We Are Looking For

Minimum Qualifications: These qualifications must be reflected in your application for consideration.

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience.

Desired Attributes: The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate. If you have any of these, please let us know in your application.

• MS Office proficiency
• Strong customer service skills; de-escalation, communication, follow through
• Functional knowledge of payroll and accounting principles
• State payroll system experience (Oregon preferred)
• Experience conducting payroll audits
• Experience interpreting collective bargaining agreements
• Multi screen utilization capabilities

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the below:

Submission Requirements:

• Resume Attach your current resume that clearly outlines your education and work experience relevant to this position.
• Cover Letter (Optional) A cover letter is not required, but if included, it will be reviewed and considered during the review and selection process.
• Supplemental Questions Answer all supplemental questions completely and accurately.
• Final Check! Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How to Apply:

• External Candidates: Visit the State of Oregon job opportunities webpage or click the "Apply" tab above to submit your application, following all submission requirements.
• Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply:

• Complete any pending tasks in Workday under "My Applications" prior to the application deadline.
• Check your email (including junk folder) and Workday inbox regularly for updates on your application.

Reminders:

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. To protect your information and ensure correct processing, please follow the instructions for submitting your Veterans' Preference documentation.
• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.

About the Team & Benefits of Joining

We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate with a team of bright individuals to work with and learn from.

If you're driven by the passion to do something meaningful that changes lives, the Oregon Health Authority is the place for you. We also offer a competitive benefits package including:

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

Additional Details

• This announcement is for 1, full-time, 12 month-limited duration, SEIU represented, Timekeeper position Classification: AS1 based in Salem, Oregon.
• This is a hybrid position. "Review Section 4: Working Conditions" in the position description (linked above) for more information.
• Employment is contingent upon a criminal records check and drug screen that meets OHA criteria