Colorado State University Hiring for HR and Payroll Support at Fort Collins, CO Full Time

Position Location Fort Collins, CO 80523

Classification Title Admin Assistant II

Posting Number 202200261P

Position Type State Classified

Open Date 08/17/2022

Close Date 08/31/2022

Salary $3,013 – $3,331 Monthly + Full Benefits

Employee Benefits

Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/.

Full/Part Time Full-time

State Classified Hourly No

Overtime Eligible

Description of Work Unit

The Walter Scott Jr., College of Engineering uses its classrooms and laboratories to educate the next generation of innovators, entrepreneurs, and corporate and civic leaders.

The goal of the Walter Scott Jr., College of Engineering is to serve society by educating students, solving problems of global importance, and contributing to national and international economic development. We have set our goals high and our vision is clear: to create a better world for future generations.

The Walter Scott Jr., College of Engineering has a strong tradition of excellence and is comprised of six departments, the School of Biomedical Engineering and the Cooperative Institute for Research in the Atmosphere (CIRA):

• Department of Atmospheric Science
• Department of Chemical & Biological Engineering
• Department of Civil & Environmental Engineering
• Department of Electrical & Computer Engineering
• Department of Mechanical Engineering
• Department of Systems Engineering

Our rapidly expanding research base is a true reflection of faculty expertise, and our undergraduate and graduate students benefit from the classroom and laboratory experiences that this research provides. CSU’s Walter Scott Jr., College of Engineering is a leader among research universities, designated as a Carnegie Doctoral Research Extensive University, along with only 150 other institutions.

Our graduates are well prepared for careers and advanced study. At Colorado State, our undergraduate and graduate students work closely with faculty and each other. Student design teams have made discoveries leading to patents, new products, and start-up companies. Our alumni have gone on to distinguished careers as innovators in industry, outstanding educators, and highly ranked government leaders.

Position Summary

The Human Resources and Payroll Support staff in the Walter Scott, Jr. College of Engineering (WSCOE) at Colorado State University (CSU) provide data entry and paper processing services. These staff are responsible for processing employment information, including initiating, inputting, and completing personnel and payroll-related documents in Oracle HRS and PeopleAdmin/TMS as related to general employment transactions; initiating payroll forms and procedures; running reports as needed, and providing hourly employee payroll services. These staff also coordinate all orientation and on-boarding activities for new employees with the department staff.

The individual in this position reports to the WSCOE HR Manager. Coordination with the Human Resources Manager is critical to the continuity and consistency of both University and College Human Resources policies and procedures.

Minimum Qualifications

To be considered for this position, candidates must demonstrate:

Two full-time years of general clerical experience.

Substitutions

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

Six (6) months of experience performing technical payroll processing using CSU HRIS Oracle software and TimeClock Plus.

Access to CSU Talent Management System (TMS).

A completed Associate Degree in Engineering, or technical field.

Ability to think critically and identify areas within payroll processing where improvement or efficiency may be accomplished.

Experience working in a professional, fast paced environment that requires organization, prioritization, and the ability to meet critical deadlines with extreme attention to detail.

Experience creating training material and desire to create material for CSU HR and Payroll Systems.

Excellent customer service skills and demonstrated experience working with diverse populations.

Experience solving technical system issues and resolving customer problems.

Ability to work independently as well as a critical member of a team.

Multi-lingual to serve the Engineering diverse population.

Demonstrated State service experience.

Essential Job Duties

Job Duty Category Administrative Assistance

Duty/Responsibility

• Provide a high level of customer service by interacting with others in a polite and professional demeanor through email, voicemail, telephone conversations, and in face-to-face interactions.
• Follow all processes and procedures for employee relations and data processing established by the University and College of Engineering.
• Ability to communicate constructively, keeping lines of communication open, while working in a close team environment that supports the operation goals and objectives for the departments this position supports.
• Ability to prioritize work and demonstrate efficient and effective time management skills to meet bi-weekly, monthly and annual payroll deadlines.
• Coordinate all orientation and on-boarding activities for new employees with the department staff.
• Serve as a functional advisor to users of the Oracle HRIS System.
• Attend training events and meetings as needed.

Percentage Of Time 10%

Job Duty Category Transaction Processing

Duty/Responsibility

• Process employment information including initiating, inputting, and completing all personnel and payroll documents in Oracle HRIS as related to general employment transactions including, but not limited to, summer session, student employment, academic staffing requests, transitional retirements, terminations, etc.
• Enter payroll forms and procedures such as Leave Without Pay, Individual Salary Adjustment (out-of-cycle salary changes), sabbaticals, etc.
• Input data and print reports in preparation for the annual salary raise process.
• Routinely adjust appointments and labor distributions in Oracle as requested, including Past Period Distribution Adjustments (PPDAs) and future changes.
• Perform hourly payroll processing and related duties, including collecting time sheets, entering time sheet data, and working with financial officers to ensure that account numbers for payment are correct.
• Handle stop payments, and send requests for special checks working with the Payroll Department and employee.
• Receive and process resignation and retirement letters in the Oracle system, ensuring documents are properly saved in employee’s electronic personnel file.
• Enter Graduate Assistant assignments: confirm dates are appropriate for different grad assignments.
• Process and research over and under payments, assignment changes, status of assignments, hiring status, processing PFDs for correction, etc.
• Oversee the monthly entry and validation of leave requests by working in the Leave Management Tool.
• Serve as Search Committee Support or Applicant Manager, as needed, if workload allows.

Percentage Of Time 75%

Job Duty Category Reporting and Data Verification

Duty/Responsibility

• Run assigned reports monthly and review data for accuracy, correct errors, troubleshoot problem areas so they don’t reoccur, and strive to meet data integrity standards.
• Verify payroll data to ensure employees are paid accurately and in a timely manner.
• Ensure TMS applicant manager actions and new hire proposals are consistent with Search Committee documentation.
• Align information in TMS with that entered into Oracle to meet data integrity compliance.
• Work with the WSCOE Graduate Program Specialist to stay current with guidelines, processes and procedures.
• Detect and discover problems, particularly in the area of pay.
• Investigate the causes and issues, and take corrective actions and/or advise on course of action in order to resolve problems.
• Notify management in a timely manner of errors in data, requests, or general work.
• Recommend solutions to improve data integrity and remove future errors.
• Use solid judgement and decision-making.

Percentage Of Time 15%

Application Details

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.

Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.

The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS

If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.

An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.

An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.

Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES

When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.

Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.

Please see the Required Documents section of the posting.

NOTES

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.

All status updates for this position will be sent via email from [email protected], OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.

Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

Equity, Diversity, and Inclusion at Colorado State University

The State of Colorado believes that equity, diversity, and inclusion drive 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.

Colorado State University is committed to the full inclusion of 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, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947).

DEPARTMENT CONTACT INFORMATION

Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.

All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected].

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected].

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected].

Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.