State Service Trainee
Description of Work Unit
The work unit exists to compensate employees of Colorado State University, while ensuring deductions, reconciliations and vendor file transmissions are accurate and complete. This includes recording all transactional processing in the University financial reporting system for payroll related responsibilities. Work unit responsibilities include: Insurance and retirement program deductions and file remittances as applicable, garnishments, time and effort reporting, liens, court ordered actions, state and federal reporting and other corresponding functions.
This position is in training to perform the duties related to State Classified payroll and insurance processing working towards the Accounting Technician II position.
This position exists to ensure adequate payroll technician support is provided for payroll processing, payroll transactional entries and payroll reconciliations. All payroll duties will be performed in accordance with Desk Reference Manual criteria and accounting principles defined by the Financial Accounting Standards Board (FASB) under the direction of the Payroll Unit Manager.
No prior experience is required.
Highly sought applicants will have many of the following:
- Technical accounting experience.
- Demonstrated understanding and abilities in numeric computations
- Advanced skill in MS Excel, including data entry, formula creation and data tracking and reporting from Excel
- Knowledge and experience using confidentiality with sensitive information
- Experience working with monetary transactions and deposits
- Knowledge of how to process health insurance deductions
- Ability to process payroll and pay adjustments
- Demonstrated professional communication skills
- Experience with W-4’s and direct deposit
- Experience with personnel data management systems, such as Oracle
- Knowledge and abilities working within a time clock system, such as Timeclock Plus, pulling reports and following up with any issues
- Demonstrated written communication skills
- Professional customer service skills
- Knowledge and experience with conducting employment verification
Essential Job Duties
Job Duty Category Personnel Processing Duty/Responsibility
- In training to processes State Classified payroll personnel actions in the HR/Payroll System by approving, reviewing, calculating pay rates, checking for accurate data entry and Oracle payroll data integrity. Calculates and enters pay adjustments. These include new hires, transfers, leave without pay and changes in appointments. Verifies payments in system prior to final payroll processing and reprocesses necessary adjustments to correct the payroll system. Reviews appropriate exception reports to correct any issues. This position also serves as back-up and cross coverage to the payroll processors as needed to achieve meeting team goals and deadlines.
This position also requires the use of TimeClock Plus to successfully complete payroll processing.
Percentage Of Time 40 Job Duty Category State Classified Insurance Duty/Responsibility
- In training to transfer insurance data from State Benefits Online Enrollment System to the Payroll System. Reviews and verifies data being transferred for integrity as well as calculating and entering payroll adjustments. Audits, reconciles and remits State Classified Insurance deductions for monthly and bi-weekly employees to the State of Colorado including reconciling to the State’s XIRE billing report. Ensures both employee coverage reports and remitted via wire timely and accurately.
- Oversees collection of State Classified Insurance cash payments from employees who do not have sufficient pay to deduct insurance from during the normal payroll cycle.
- Cash payments collection and deposits. This includes entry into the Kuali System and Payroll system for proper recording.
Percentage Of Time 30 Job Duty Category Back-up Coverage of Ancillary Payroll Duties Duty/Responsibility
In training to:
- Workers Compensation: Calculates estimated payments to State Classified employees for time lost due to workers compensation injury. Enter amount calculated into HR system. Verify entries with payroll audit. Reconcile previously calculated amounts with actual payments from carriers to employee. Adjust pay to balance with actual payments. Verify accuracy of payments from carrier and contact carrier representative to rectify discrepancies.
- GRAD payroll processing: Processing personnel action items in the HR/Payroll system.
- Employment Verifications: For those employment certification requests that cannot be fulfilled through the Work Number, this position is responsible for preparing a written verification.
- HR Service Center Coverage: Learn how to cover and assist as needed at the Service Center.
Percentage Of Time 10 Job Duty Category W-4 Form Processing Duty/Responsibility
- In training to enter and maintain for both Federal & State W-4’s not processed in ESS. Primary responsibility for verifying and correcting errors in state tax setup identified through Oracle alerts. Works under the guidance of the payroll employee responsible for out of state compliance.
Percentage Of Time 10 Job Duty Category Team Collaboration and Support Duty/Responsibility
- In training to ensure the success of all members of the payroll unit by providing support, coaching, training, and other resources as needed for colleagues to fulfill their assigned responsibilities. Serve as a subject matter expert regarding CSU and payroll protocols for the Payroll Manager and assist in onboarding/training. Act as a role model and example for connected collaboration across the payroll team.
Percentage Of Time 10
Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
- Clearly document job duties you have performed that relate to the 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.
- 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 (eg: 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.
- 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.
- 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.
- The selection process for State Classified positions may include an exam(s), which requires 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 firstname.lastname@example.org. 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
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 HR_Employment@mail.colostate.edu.
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires)
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 or expression, or pregnancy and 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/equal access/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 Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.
The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.
Background Check Policy Statement
Colorado State University (CSU) 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. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will 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.