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

State of Oregon • Salem, OR

8d • $3,798 - $5,193 • Hybrid

About The Position

The Oregon Health Authority (OHA) is seeking a Timekeeping Specialist (Administrative Specialist 1) for a 12-month limited duration position at the Oregon State Hospital (OSH) in Salem. OSH provides psychiatric treatment for adults statewide. The Centralized Timekeeping Office manages timekeeping and payroll integration for all OSH employees, ensuring timely and accurate pay coding and timekeeping in compliance with various regulations. This role is crucial for maintaining the integrity of payroll information and ensuring accurate employee compensation.

Requirements

• 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.

Nice To Haves

• 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

Responsibilities

• Monitor and audit employee time records for accuracy and compliance with policies, procedures, and collective bargaining agreements.
• Transmit time and attendance data between the OSH Electronic Time Management System (ETMS) and the state payroll system.
• Conduct research, analysis, and evaluation to interpret policies, procedures, rules, and collective bargaining agreements.
• Identify and resolve discrepancies in timekeeping records to produce accurate employee payroll.
• Maintain precise timekeeping records for all OSH staff using multiple software systems and programs.
• Operate independently and manage caseloads and multiple OSH and state payroll deadlines efficiently.
• Identify, audit, and correct scheduling and record entry errors, and report these errors to employees and management.
• Request and process supervisor signatures on unapproved timesheets.
• Process closed month corrections in the state payroll system.
• Interpret and manually adjust ETMS entries to accurately reflect employee time.
• Interact with staff, OSH managers, and OHA payroll to collect and verify information, communicate deficiencies, and provide guidance on timekeeping issues.
• Monitor employee time for compliance with collective bargaining agreements and internal policies and procedures.
• Analyze and collaborate on real-time payable hour requests with agency partners to ensure accuracy of payable hours.
• Maintain proficiency with the ETMS and state payroll system.
• Address and de-escalate issues arising from staff concerns over time entry.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree