Administrative Support Specialist

**OPEN TO INTERNAL ADVS EMPLOYEES ONLY**

Would you like to be part of an amazing team that helps veterans thrive At the Arizona Department of Veterans Services (ADVS) we are committed to serving and honoring veterans service members and their families by ensuring that they receive the highest quality services so that they can thrive for a lifetime!

We are looking for an outstanding Administrative Support Specialist. This important position is responsible for the operation of maintaining and updating the timekeeping system of current and new employees and serve as proxy for Nursing Department payroll and for all other departments as need for the Arizona State Veterans Home Flagstaff home.

Your rewards:
Incomparable Benefits: Our program provides the opportunity to receive a pension and healthcare benefits for a lifetime!
Meaningful Work: Your dedication will directly enhance the lives of veterans and their family members providing them with the care and respect that they deserve.
Professional Growth: You will have the opportunity to engage in continuous learning and improvement through the Arizona Management System (AMS).

Your contribution:
Outstanding Service: Provide the best assistance to veterans to improve their quality of life
Continuous Improvement: Participate in facility meetings training sessions and the implementation of the Arizona Management System (AMS) to achieve continuous improvement and efficiency
Team Collaboration: Work with other professionals to improve your knowledge skills and abilities

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 AZ360 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 registrys 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 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

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.

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 drivers license
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 physicians assistant or a registered nurse practitioner indicating freedom from tuberculosis if in the past has had a positive skin test or tuberculosis

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business then the following requirements apply:Drivers License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Veterans Services offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance

Learn more about the Paid Parental Leave programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page

Positions in this classification participate in the Arizona State Retirement System (ASRS).

Please note enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Human Resources at for assistance.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.