Payroll Administrator (Administrator III)

Find a rewarding career making a difference: Join the Office of the Attorney General!

The Department of Law (DOL) is seeking an experienced payroll and timekeeping administrator to join the Financial Services Team! This position is best suited for a professional with outstanding attention to detail, ability to work as part of a team, enthusiasm for customer service, and knowledge of effective, accurate timekeeping and payroll practices. In this position, you'll have the opportunity to work on challenging payroll issues and support two different payroll cycles (monthly and biweekly). If you're looking for an opportunity to work on a collaborative team while supporting a highly engaged workforce, apply today!

WHO WE ARE

The Office of the Attorney General/Department of Law is the "People's Lawyer." The Attorney General, Phil Weiser, was elected by the people of Colorado and is the State's chief lawyer and law enforcement official. Our vision for the Department of Law is: "Together, we serve Colorado and its people, advancing the rule of law, protecting our democracy and promoting justice for all." Our core values and commitment to diversity, equity, and inclusion, drive our actions and demonstrate our focus on being principled public servants who are innovative and better together.

Visit our website to learn more: https://coag.gov/.The Financial Services Unit exists to provide accounting, payroll, and financial reporting services to the Department of Law (DOL or Department). This unit develops and implements processes for services including: financial reporting (internal management, state, and federal), accounts payable and accounts receivable processing, payroll, fiscal policy and procedures, encumbrance management (purchase orders and contracts), budget monitoring, and contracting. This unit provides advice and assistance to executive management and all sections and programs within DOL. The Department executes a mixed budget of general, cash, reappropriated, and federal funds. This work unit also processes DOL payroll for over 700 employees.


WHAT YOU WILL DO

The Payroll Administrator will oversee, coordinate and manage all payroll processes for the Department of Law for both monthly and biweekly payrolls.
 
Payroll Administration

• Prepare and enter bi-weekly and monthly payroll for 700 plus employees.
• Administer DOL payroll system in accordance with State fiscal rules, IRS, and other federal requirements. 
• Evaluate various data sources to enter and update employee records in the payroll system, including W-4s, Direct Deposit forms.
• Certify employee W-2 reports at year-end, reconciling gross earnings, federal and state withholding, Medicare tax, etc.
• Calculate, complete, and ensure timely submission of the 6-month certification of earnings to PERA for retiring employees. 
• Identify changes to procedures or processes based on data analysis or to ensure compliance with changes in fiscal rules, personnel rules, or other requirements.
• Identify and compile requested payroll documentation for audits and submit responses to Payroll Supervisor, Payroll Lead, and Controller.
• Serve as a liaison to central service agencies for payroll specific responsibilities (e.g., Central Payroll, State Controller’s Office, DHR, etc.).
• Present payroll information and answer questions during new employee orientation. 
• Coordinate and administer the EcoPass program.
• Manage payroll related tables in the State’s systems, ensuring payroll related tables are kept up to date. 
• Ensure all payroll and payroll-related systems are in balance and accurate.
• Conduct audits and analyze payroll accounting data to identify discrepancies and/or errors and create adjusting/correcting entries into the payroll or accounting system to correct errors or allocate pay within funding lines in accordance with applicable rules and guidance.
• Reconcile suspended balances for benefits.

Timekeeping Administration

• Serve as backup for the Department’s contact for the Timekeeping System and the statewide modernization project. 
• Monitor, reconcile, and adjust accruals for complex leave situations including leave without pay (LWOP), partial month earnings, donated leave, and final payouts upon termination/retirement.
• Monitor staff accrual balances for close to the max or over max leave accruals and oversees end-of-year forfeiture processes.
• Oversee the monthly and biweekly timecard approval process by ensuring all time off and holiday requests are entered and approved by supervisor, ensuring timecards add up to the correct total and signs off on all timecards once complete.
• Identify Timekeeping System reporting needs/requirements and designs and develops ongoing reports to meet these needs.
• Provide training, as necessary, to support compliance with policies and procedures.
• Serve as backup as the liaison to central service agencies for timekeeping responsibilities (e.g., State Controller’s Office, DHR, etc.) 

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate's qualifications and in compliance with the Equal Pay for Equal Work Act. 

This recruitment may be used to fill multiple positions in the Department of Law, Administration section.

WHAT WE ARE LOOKING FOR

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application. 

Class Code & Classification Description:
 
H1B3XX Administrator III
 
Minimum Qualifications and Substitutions: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated. 

Experience Only: 
Six years of professional experience in payroll administration, accounting, or other closely related role.

OR 

Education and Experience: 
A combination of in accounting, finance, business administration or other directly related education and/or relevant experience in payroll administration, accounting or other closely related role to the work assigned equal to six (6) years. Education will only substitute for up to five (5) years of the required experience. 


Note: Candidates possessing a foreign degree must submit a translation (evaluation) of their degree from an accredited institution, such as The National Association of Credential Evaluations Services in order to be given credit for the degree.
 
Preferred  Qualifications: In addition to the minimum qualifications, if you possess any of the following specifically include the details on your application. This information will be used to assess your qualifications and may be used to determine a top group of applicants.

• State of Colorado payroll processing experience is highly desired
• Demonstrated experience processing high-volume payroll (generally 500–800+ employees) in a fast-paced environment, with a strong track record of managing large employee groups and executing both biweekly and monthly payroll cycles with accuracy and efficiency using a payroll software system.
• Excellent written and verbal communication skills, including the ability to clearly explain payroll concepts, collaborate with internal and external stakeholders, and provide guidance to employees and supervisors.
• State of Colorado payroll experience (including knowledge of state fiscal rules, personnel rules, statewide systems, and PERA processes) is highly desirable.

Required Competencies:

• Outstanding attention to detail
• Effective verbal and written communication 
• Exceptional attention to detail, with the ability to review, verify, and reconcile complex payroll and timekeeping data accurately.
• Proficiency with MS Office suite, particularly Excel, including familiarity with complex formulas such as VLOOKUP.
• Solid foundational math skills, necessary for calculating payroll adjustments, accruals, reconciliations, and verifying accuracy across multiple data sources.
• Ability to adapt, including evolving systems, new policies, and shifting operational priorities, while maintaining accuracy and meeting deadlines.

Conditions of Employment:

• Applicants must pass a thorough background investigation prior to appointment.
• This position offers flexible work arrangements. The Financial Services Unit requires that the successful candidate works in the office a minimum of 3 days per week. Flexible work arrangements may change at any time based on business needs. 
• Colorado Department of Law participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed, and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at [email protected] within ten (10) calendar days from your receipt of notice or acknowledgment of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

HOW TO APPLY
Required Application Materials: 

1. A completed State of Colorado Application: Applicants are responsible for ensuring that the application provided is fully completed and clearly describes their education, training and experience as it relates to this position.  Applications left blank or marked “See Resume” will not be considered.
2. Current Resume

Veteran’s Preference: In order to be considered for veteran’s preference you must attach a copy of your DD214 forms as well as any documentation required to prove disability or marital status.
 
Your application will be reviewed by a qualified Human Resources Specialist to determine if you meet the minimum qualifications for this position. If your application does not demonstrate that you meet the minimum requirements, you will be notified that you will not proceed in the selection process for this position. If your application is rejected and you have questions, you may contact Daisy Zepeda at [email protected].  

Assessment Information:
Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Upon meeting the minimum qualifications, the next phase of the process is typically a structured application/resume review by a panel of subject matter experts against the job duties and/or preferred qualifications in this job announcement to determine technical competence, depth and breadth of experience and potential job fit.  

• Technical Competence – Technical experience as it relates to the duties outlined in this job announcement. 
• Depth and Breadth of Experience – Experience that covers multiple areas outlined in this job announcement and demonstrates the level of responsibility assigned. 
• Job Fit – Experience will be evaluated to determine how well experience aligns with and meets the business needs of this position.  Current experience is preferred. 

It is imperative that the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, work product, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, and Preferred Qualifications as listed above. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your inclusion in the final pool of eligible applicants as the materials may be used to identify a top group for additional assessment or establish an eligible list for referral to the hiring manager for final consideration.

WHY WORK FOR US
 
We Embrace Flexibility
We aim to produce outstanding work product for all of our customers
 
We Are Committed to Diversity
At the DOL, our commitment to DEI is thriving. We know that we are better together when our differences are valued and everyone is inspired and empowered to contribute. As such, we strive to provide a safe environment where individuals feel valued and respected for who they are; demonstrate a behavior and mindset where differences are welcomed, and individuals are treated equally and empowered to do their best work; and promote growth and innovation through a diverse workforce. We empower an active Diversity Equity & Inclusion Impact Team that creates approaches to ensure safe spaces and a culture supportive of people being their authentic selves, hosts events and programs on DEI areas important to our employees, enables development and sustainability of resource groups that give a voice to historically marginalized populations, focuses on retaining our incredible talent, and more!   If your professional goals include promoting growth and innovation with colleagues who recognize that we are better together when our differences are valued and respected, then DOL is your place to be!
 
We Have Strong Core Values
Our core values drive our actions. At the Department of Law, we are: 1) principled, maintaining the highest ethical standards, rigorous legal analysis, and careful evaluation of facts; 2) public servants, who are always ensuring our work is not about us, but instead is about the people of Colorado; 3) innovative, by seeking to identify the best approach, make deliberate decisions, and look to improve; and 4) "better together," by working to support each other and collaborate.
 
We are Committed to Developing our Employees
We are deeply invested in our talent and regularly provide meaningful opportunities for personal and professional growth through training and coaching. Further, our professional development and performance goal setting process is collaborative and ongoing, and aimed at helping our employees grow and succeed.
 
We Offer Excellent Benefits
In addition to the comprehensive State of Colorado benefits package including competitive medical and dental health plans, employer-paid life insurance, paid holidays, retirement plans with Colorado PERA, and vacation and sick leave earned each month, there are many other unique benefits that we offer, including:

• Medical and dental health plans
• Employer-paid life insurance
• Paid vacation and sick leave earned each month
• 10 paid holidays per year
• Public Service Loan Forgiveness – A borrower may qualify for forgiveness by making 120 on-time payments while employed full-time in public service, if they have certain kinds of federal loans in a qualifying repayment plan
• Free access to an on-site fitness center
• Strong, flexible retirement benefits including 401K and 457 plans
• Distinctive career advancement opportunities throughout the State personnel system
• Excellent work-life programs, such as flexible work schedules, professional development opportunities, and an employee discount program

To learn more about our benefits visit: https://www.colorado.gov/dhr/benefits.
 
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.
 
The Department of Law 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 reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Julie Christopher, at [email protected].