Program Assistant II Payroll & Central Timekeeping

Department Information -------------------------- This position is open to current Colorado residents only. Please note: This recruitment may be used to fill multiple vacancies. Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! Description of Job ---------------------- Please Note: 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: This position will 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 + Please note: This experience must be clearly documented on your application and the supplemental questions must be answered. OR 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 + This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position. + 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 (dpa\_state.personnelboard@state.co.us), 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 (303\.866\.5038\) 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 (303\) 866\-3300, 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. Supplemental Information ---------------------------- How to Apply The Assessment Process How to apply to the State of Colorado (Youtube Video, Runtime 3:59, Closed Captions Available) The Assessment Process About Us \& Benefits If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well\-being of the people of Colorado. Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer: Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans Medical and dental health plans Employer supplemented Health Savings Account Paid life insurance Short\- and long\-term disability coverage 11 paid holidays per year plus vacation and sick leave State of Colorado Employee BenefitHub Resource Center Employee Wellness program Excellent work\-life programs, such as flexible schedules, training and more Remote work arrangements for eligible positions + Some positions may qualify for the Public Service Loan Forgiveness Program. CDHS Selection Process Explanation Employment history is calculated on a full\-time basis (40/hrs per week). Part\-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements. Preferred Qualifications \& Competencies: + Relevant years of state service experience. Minimum Qualification Screening Process A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position. You must complete the official State of Colorado online application. Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached." You must meet the minimum qualifications to continue in the selection process. Part\-time work experience will be prorated. Comparative Analysis Process – Structured Application Review After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing. Your Work Experience/Job Duties Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications. If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4\-8 sentences for each supplemental question. Supplemental Questions Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing). Our Values We believe in a people\-first approach: We prioritize the needs, well\-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide. Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement. We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado. Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public. We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy. * Collaboration helps us rise together:We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans. ADA Accommodations CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. This includes completing the application process, interviewing, completing any pre\-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to cdhs\_ada@state.co.us. EEO Statement The State of Colorado is an equal opportunity employer We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Our Values: We believe in a people\-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans. Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement. We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado. Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public. We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy. Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans. We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities. \~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER\~