ADMINISTRATIVE SUPPORT SPECIALIST

AZ State Jobs; Flagstaff (AZ); On-site; USD 27,000 - 32,000; Full time

Benefits offered by this job

Sick leave

Vacation with holidays

Parental leave

Job summary

Arizona Department of Veterans Services in Flagstaff seeks an Administrative Support Specialist to manage timekeeping for current and new employees and serve as proxy for Nursing Department payroll. You will help ensure accurate hours, coordinate payroll reporting, and train staff on scheduling software and AMS processes.

The role supports the Veterans Home and requires compliance with CMS PBJ and related state regulations.

Qualifications

• Knowledge of applicable laws, rules, regulations, policies and procedures governing the agency.
• Automated payroll systems familiarity.
• State Personnel System - Personnel Rules.
• Record keeping and confidentiality.
• Problem-solving techniques and AMS processes.

Responsibilities

• Maintain and update the time keeping system for current and new employees.
• Enter time clock edits and run daily department reports for management.
• Audit pay periods to ensure CMS PBJ compliance.
• Close payrolls and prepare payroll reports for bi-weekly audits.
• Train staff on timekeeping and scheduling software usage.
• Act as proxy for Nursing Department payroll and other departments as needed.
• Oversee staff orientation and registry scheduling; coordinate AMS processes.

Skills

Attention to detail

Time management

Verbal and written communication

Problem solving

Team collaboration

Tools

Microsoft Office Suite

Payroll systems

Job description

DEPT OF VETERANS SERVICES

For Veterans and those who care for them.

ADMINISTRATIVE SUPPORT SPECIALIST

**OPEN TO INTERNAL ADVS EMPLOYEES ONLY**

Job Location:

Arizona Department of Veterans' Services - Flagstaff Home

Address: 2100 North Gemini Road

Flagstaff, Arizona 86001

Posting Details:

Salary: $19.80 - $23.10 (DOE)

Grade: 18

Closing Date: October 1, 2026

**OPEN TO INTERNAL ADVS EMPLOYEES ONLY**

Job Summary:

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

Job Duties:

• 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 registry's 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, 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

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

Selective Preference(s):

• 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.

Pre-Employment Requirements:

• 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 driver’s 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, physician’s 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: Driver’s License Requirements.

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

Benefits:

The Arizona Department of Veteran's 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 program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

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

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

Contact Us:

If you have any questions please feel free to contact Human Resources at [e-mail] for assistance.

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