Administrative Support Specialist

3 weeks ago

Phoenix, United States State of Arizona Full time

DEPT OF VETERAN SERVICES
- For Veterans and those who care for them._

**ADMINISTRATIVE SUPPORT SPECIALIST**

Job Location:
Address:
Arizona State Veterans' Home - Phoenix
4141 North South Herrera Way
Phoenix, Arizona 85012

Posting Details:
**Salary**: Up to $23.10/Hour (DOE)

Grade: 18

Closing Date: June 10, 2024

Job Summary:
Your responsibilities will extend to serving as the point person for YES, the state’s ETE timekeeping, offering guidance and training to staff during each pay period. Manage manual time cards meticulously, precisely addressing payroll corrections and handling termination/resignation cases. Conduct bi-weekly payroll audits, generating comprehensive reports for all departments.

Beyond payroll, your impact will be felt in scheduling nursing coverage for the Arizona State Veterans’ Home located in Phoenix, Arizona; where we provide round-the-clock nursing skilled nursing care. Keeping a keen eye on acuity levels, updating the master scheduling program and maintaining the time management system to guarantee payroll document accuracy. Engage with external registries as needed and employ various resources to tackle ongoing staffing challenges.

You will learn to be an efficient driving force by implementing the Arizona Management System (AMS) methods. Actively participate in special projects and programs as the Director of Nursing or the Home Administrator assigns. Embrace a cultural focus on Veteran/ Member centered care, infusing this perspective into every aspect of your role.

Join us at the Arizona Department of Veterans’ Services at the Phoenix Veterans’ Home where your skills will contribute to continuous improvement and excellence.

Job Duties:
**As an Administrative Support Specialist in Payroll you will**:

- Maintain and update the time keeping system with current and new employees.
- 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.
- Interfaces with registries regarding the scheduling of and issues with registry staff.
- Ensure all necessary documentation is obtained from the registry and maintain the registry's orientation packets.
- 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.
- 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 Performance Improvement 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
- Verbal and written communication skills
- Establishing and maintaining interpersonal relationships at all organizational levels

**Skills in**:

- Customer Service
- 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

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