Payroll Administrator (Administrator III)

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The Department of Law (DOL) is seeking an experienced payroll and timekeeping administrator to join the Financial Services Team! This position is best suited for a professional with outstanding attention to detail, ability to work as part of a team, enthusiasm for customer service, and knowledge of effective, accurate timekeeping and payroll practices. In this position, you'll have the opportunity to work on challenging payroll issues and support two different payroll cycles (monthly and biweekly). If you're looking for an opportunity to work on a collaborative team while supporting a highly engaged workforce, apply today!

Description of Job

The Financial Services Unit exists to provide accounting, payroll, and financial reporting services to the Department of Law (DOL or Department). This unit develops and implements processes for services including: financial reporting (internal management, state, and federal), accounts payable and accounts receivable processing, payroll, fiscal policy and procedures, encumbrance management (purchase orders and contracts), budget monitoring, and contracting. This unit provides advice and assistance to executive management and all sections and programs within DOL. The Department executes a mixed budget of general, cash, reappropriated, and federal funds. This work unit also processes DOL payroll for over 700 employees.

WHAT YOU WILL DO

• Prepare and enter bi-weekly and monthly payroll for 700 plus employees.
• Administer DOL payroll system in accordance with State fiscal rules, IRS, and other federal requirements.
• Evaluate various data sources to enter and update employee records in the payroll system, including W-4s, Direct Deposit forms.
• Certify employee W-2 reports at year-end, reconciling gross earnings, federal and state withholding, Medicare tax, etc.
• Calculate, complete, and ensure timely submission of the 6-month certification of earnings to PERA for retiring employees.
• Identify changes to procedures or processes based on data analysis or to ensure compliance with changes in fiscal rules, personnel rules, or other requirements.
• Identify and compile requested payroll documentation for audits and submit responses to Payroll Supervisor, Payroll Lead, and Controller.
• Serve as a liaison to central service agencies for payroll specific responsibilities (e.g., Central Payroll, State Controller's Office, DHR, etc.).
• Present payroll information and answer questions during new employee orientation.
• Coordinate and administer the EcoPass program.
• Manage payroll related tables in the State's systems, ensuring payroll related tables are kept up to date.
• Ensure all payroll and payroll-related systems are in balance and accurate.
• Conduct audits and analyze payroll accounting data to identify discrepancies and/or errors and create adjusting/correcting entries into the payroll or accounting system to correct errors or allocate pay within funding lines in accordance with applicable rules and guidance.
• Reconcile suspended balances for benefits.

Timekeeping Administration

• Serve as backup for the Department's contact for the Timekeeping System and the statewide modernization project.
• Monitor, reconcile, and adjust accruals for complex leave situations including leave without pay (LWOP), partial month earnings, donated leave, and final payouts upon termination/retirement.
• Monitor staff accrual balances for close to the max or over max leave accruals and oversees end-of-year forfeiture processes.
• Oversee the monthly and biweekly timecard approval process by ensuring all time off and holiday requests are entered and approved by supervisor, ensuring timecards add up to the correct total and signs off on all timecards once complete.
• Identify Timekeeping System reporting needs/requirements and designs and develops ongoing reports to meet these needs.
• Provide training, as necessary, to support compliance with policies and procedures.
• Serve as backup as the liaison to central service agencies for timekeeping responsibilities (e.g., State Controller's Office, DHR, etc.)

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate's qualifications and in compliance with the Equal Pay for Equal Work Act. This recruitment may be used to fill multiple positions in the Department of Law, Administration section.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

WHAT WE ARE LOOKING FOR

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description: H1B3XX Administrator III

Minimum Qualifications and Substitutions: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated.

Experience Only: Six years of professional experience in payroll administration, accounting, or other closely related role.

OR Education and Experience: A combination of in accounting, finance, business administration or other directly related education and/or relevant experience in payroll administration, accounting or other closely related role to the work assigned equal to six (6) years. Education will only substitute for up to five (5) years of the required experience. If you are qualifying under the Education and Experience option listed above, you must submit a copy of your transcripts at the time of application. Unofficial transcripts are acceptable.

Note: Candidates possessing a foreign degree must submit a translation (evaluation) of their degree from an accredited institution, such as The National Association of Credential Evaluations Services in order to be given credit for the degree.

Preferred Qualifications:

• State of Colorado payroll processing experience is highly desired
• Demonstrated experience processing high-volume payroll (generally 500800+ employees) in a fast-paced environment, with a strong track record of managing large employee groups and executing both biweekly and monthly payroll cycles with accuracy and efficiency using a payroll software system.
• Excellent written and verbal communication skills, including the ability to clearly explain payroll concepts, collaborate with internal and external stakeholders, and provide guidance to employees and supervisors.
• State of Colorado payroll experience (including knowledge of state fiscal rules, personnel rules, statewide systems, and PERA processes) is highly desirable.

Required Competencies:

• Outstanding attention to detail
• Effective verbal and written communication
• Exceptional attention to detail, with the ability to review, verify, and reconcile complex payroll and timekeeping data accurately.
• Proficiency with MS Office suite, particularly Excel, including familiarity with complex formulas such as VLOOKUP.
• Solid foundational math skills, necessary for calculating payroll adjustments, accruals, reconciliations, and verifying accuracy across multiple data sources.
• Ability to adapt, including evolving systems, new policies, and shifting operational priorities, while maintaining accuracy and meeting deadlines.

Conditions of Employment:

• Applicants must pass a thorough background investigation prior to appointment.
• This position offers flexible work arrangements. The Financial Services Unit requires that the successful candidate works in the office a minimum of 3 days per week. Flexible work arrangements may change at any time based on business needs.
• Colorado Department of Law participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed, and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at View email address on click.appcast.io within ten (10) calendar days from your receipt of notice or acknowledgment of the Department's action.

For further information on the Board Rules, you can 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/board-rules.

How to Apply

Required