Summary The Business Operations Specialist is responsible for performing payroll/fiscal and personnel processing functions for an agency. This position is governed by state and federal laws and agency policy. Typical Functions Prepares fiscal year/biennium reports such as job audit requests, crossgrade/downgrade requests, and payroll budget projections by processing necessary paperwork and compiling payroll information on each employee to ensure funding eligibility. Processes payroll documents and performs payroll procedures by collecting information on newly hired employees or making changes for existing employees, computing payroll totals, preparing authorizations, processing and posting vouchers, and processing and disbursing warrants. Completes and maintains records and reports including payroll-related reports and personnel records by gathering, analyzing, and compiling information. Coordinates hiring procedures for job vacancies by advertising vacant positions, screening applications for minimum qualifications, and reviewing new hire recommendations to ensure compliance with policies and procedures. Provides technical assistance to staff by maintaining, updating, and interpreting agency policies and procedures to ensure compliance. May process purchase orders and vouchers for payment of bills by verifying and coding proper expenditure code, typing vouchers, and processing for payment. May maintain inventories of equipment and/or office supplies and purchase supplies through state purchasing system. May supervise or oversee the work of a small administrative support staff. Performs other duties as assigned. Special Job Dimensions Knowledge, Abilities, and Skills Knowledge of bookkeeping procedures and methods. Knowledge of state purchasing laws and procedures. Knowledge of state payroll policies, procedures, and regulations. Knowledge of general office practices and procedures. Knowledge of state hiring and employment practices and procedures. Knowledge of the operation of personal computers and the functions of the software used. Ability to prepare written documents and maintain journals, ledgers, and files. Ability to apply advanced mathematical concepts. Ability to operate standard office equipment. Ability to plan, organize, and oversee the work of subordinates. Ability to identify and reconcile payroll discrepancies and transactions. Minimum Education and/or Experience The formal education equivalent of a associate's degree in general business, business education, office management or a related field; plus one year of experience in bookkeeping, payroll processing, administrative office support or a related field. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE. Preferred Qualifications BOS position are to organize and coordinate administration duties and office procedures. Role of the BOS is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to agency employees. Prefer applicants with experience working with boards, commissions, or non-profits in organizing and taking meeting minutes. Applicant should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. BOS should assist the Executive Director to ensure the smooth running of the agency offices and help to improve agency procedures and day-to-day operation. Strong communication and organizational skills. Prefer applicant have some knowledge of procurement policies & state budgeting process. Previous background working with developmental disabilities preferred but not required. Certificates, Licenses, Registrations Agency Specific Information ONLY COMPLETED APPLICATIONS WITH WORK HISTORY WILL BE ACCEPTED.
Applications must include complete work history and references. A resume may accompany the state application but will not be substituted for any part of the application.
Veteran Preference: A copy of a DD-214 must be submitted to the Hiring Official, at time of interview to be considered for Veteran Preference.
DFA is an Equal Opportunity Employer; we will make any reasonable accommodations necessary to ensure equal employment opportunities.
A criminal background check is required for all DFA positions; an FBI background check may be required.