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ADMINISTRATIVE SUPPORT SPECIALIST (PAYROLL AND STAFFING)

  • 511760
  • FLAGSTAFF
  • DEPT OF VETERAN SERVICES
  • Full-time

DEPT OF VETERAN SERVICES

For Veterans and those who care for them.

ADMINISTRATIVE SUPPORT SPECIALIST (PAYROLL AND STAFFING)

Job Location:

Address: 2100 N. Gemini Rd., Flagstaff, AZ 86004 

Posting Details:

Salary: $19.80 - $23.10 (DOE) 

Grade: 18

Closing Date: 

Job Summary:

This is an advance job posting for the Arizona State Veteran Home – Flagstaff. First review of applications will be conducted after 1 November 2022.

The ideal candidate will be responsible for maintaining and updating the time keeping system with current and new employees. Serves as proxy for Nursing Department payroll, and for all other departments as needed. Communicates and trains all staff on YES ETE time keeping for each pay period. Completes any necessary manual time cards for departments for payroll corrections or any termination/resignations. Completes payroll reports for all departments for bi-weekly payroll audits. This position is also responsible for scheduling adequate nursing coverage to meet the needs of the Arizona State Veteran Home, a facility that provides skilled nursing care to residents 24 hours a day, seven days a week. Monitors acuity levels, updates the master scheduling program and maintains the time-management system to ensure the accuracy of payroll documents. Interfaces with outside registries as necessary. Develops/utilizes a variety of resources to address ongoing staffing challenges. Trains managers and staff on scheduling/staffing systems as appropriate. Participates in a variety of special projects/programs as assigned by the Director of Nursing and/or the Home Administrator. Learns, implements and monitors Arizona Management System (AMS) methods. Utilizes AMS concepts and tools for problem solving and continuous work/process improvements and efficiencies. Incorporates a cultural focus on Veteran/Member-centered care in the performance of job duties.

Job Duties:
  • Maintain and update the time keeping system with current and new employees.
  • Enter all requests and time clock edits for all facility departments to ensure accuracy of hours worked. Run department daily reports for all department management.
  • Audit each pay period to match scheduling system, to ensure coverage to meet CMS guidelines for Payroll Based Journal (PBJ) Reporting.
  • Close each payroll, complete payroll reports for all departments for bi-weekly payroll audits, and retain per payroll record keeping guidelines.
  • Communicate/Ensure all necessary corrections and manuals are completed for each department. Send each payroll report to Payroll Department for bi-weekly audits.
  • Train all staff on procedures of clocking in and out.
  • Complete any and all training updates on timekeeping and scheduling software. Train all necessary departments on software usage.
  • Act as proxy for Nursing Department payroll, and for all other departments as needed.
  • Communicate and train all staff on ETE time keeping for each pay period. For nursing department, maintain all missed punch requests to match timekeeping system to HRIS/YES/scheduling system.
  • Complete any necessary manual time cards for departments for payroll corrections and employee separations.
  • Oversee new hire orientation for all departments within the facility.
  • Will assist Human Resources with State Orientation for all new hires, setup video conferencing, obtain necessary documents as requested by Human Resources, serve as a backup for E-verify and maintain facility orientation packets.
  • Interfaces with registries regarding the scheduling of and issues with registry staff.
  • Oversee registry orientation for all departments within the facility.
  • Ensure all necessary documentation is obtained from the registry and maintain the registry's orientation packets.
  • Review and sign off on registry time sheets; forward to Procurement.
  • Monitor acuity levels on a daily basis and will make adjustments to the staffing schedule as required.
  • Continually updates the scheduling program with sick calls, vacation requests and other data. Verifies and inputs sick calls, vacation and other hours into the time-management system to ensure the accuracy of payroll.
  • Verifies, processes, prints and prepares computerized payroll documents.
  • Attends meetings with multiple department supervisors, managers and administrator to represent staffing issues.
  • Attends regular meetings to discuss staffing issues and strategize solutions.
  • Trains staff/managers in use of scheduling system and IT solutions.
  • Will participate in mandatory trainings and on various committees as assigned.
  • Actively involved in AMS processes such as Huddle Boards, Problem Solving, Job Breakdown Sheets, Success Tracking and Standardized Work.
  • Participates in the QAPI process, our Quality Assurance and program mandated by CMS, which incorporates AMS.
Knowledge, Skills & Abilities (KSAs):

Knowledge of:

  • Applicable laws, rules, regulations, policies and procedures governing the agency
  • Department of Veterans' Services applicable policies and procedures
  • Automated payroll systems
  • State Personnel System - Personnel Rules
  • Department policies and procedures as they relate to payroll, human resources and staffing
  • Problem-solving techniques
  • Appropriate safeguards for protecting confidential information
  • Computer software and programs

Skills in:

  • Verbal and written communication skills
  • Establishing and maintaining interpersonal relationships at all organizational levels
  • Customer Service skills
  • Research
  • Problem solving
  • Organization and time management
  • Attention to detail
  • Using a personal computer and associated software (e.g, Microsoft Office Suite)
  • Record keeping

Ability to:

  • Interact professionally with other individuals
  • Communicate information clearly and concisely
  • Maintain a high level of accuracy in entering payroll information
  • Work under strict deadlines
  • Review documents for accuracy/ completeness
  • Maintain confidentiality concerning financial and employee information
  • Set-up and maintain files
  • Drive on State business
Selective Preference(s):
  • Experience in a healthcare environment. Must have knowledge of automated payrolls systems, PBJ and its importance along with
    human resources.
  • Experience with staffing/scheduling preferred.
Pre-Employment Requirements:
  • Requires the ability to obtain and retain a valid AZ DPS Fingerprint Clearance Card
  • Requires driving in the course of conducting State business. Valid state-issued driver license required.
  • This position is subject to the vaccination requirements outlined in CMS Interim Final Rule - Medicare and Medicaid Programs; Omnibus COVID-19 Health Care Staff Vaccination (published November 5, 2021) (86 FR 61555)
  • Current Negative Tb skin test (Mantoux skin test) within the last 6 months or a written statement from a physician, physician’s assistant or a registered nurse practitioner indicating freedom from tuberculosis, if in the past has had a positive skin test or tuberculosis
Benefits:

The Arizona Department of Administration offers a comprehensive benefits package to include:


• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Referral Incentives available for qualifying positions
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:
  • Positions in this classification participate in the Arizona State Retirement System (ASRS)
  • Please note, enrollment eligibility will become effective after 27 weeks of employment
Contact Us:
  • If you have any questions please feel free to contact Human Resources at recruiting@azdvs.gov and 602.781.7032 for assistance.

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.