Time Management Administrative Assistant / Timekeeping / Dis (C. M. Tucker)

Salary: $31,561.00 - $58,393.00 Annually
Location : Richland County, SC
Job Type: FTE - Full-Time
Job Number: 158799
Agency: Department of Mental Health-DIS Columbia
Opening Date: 12/06/2023
Closing Date: 12/20/2023 11:59 PM Eastern
Class Code:: AA75
Position Number:: 60029720
Normal Work Schedule:: Other
Normal Work Schedule (Other):: Monday - Friday (Work hours will be discussed during interview).
Pay Band: Band 4
Opening Date: 12/06/2023
EEO Statement: Equal Opportunity Employer
Agency Specific Application Procedures:: You must apply on-line at www.careers.sc.gov. Follow the status of your application on-line.
Veteran Preference Statement: South Carolina is making our Veterans a priority for employment in state agencies and institutions.
Job Responsibilities
With our Agency's mission to support the recovery of people with mental illnesses, we provide a complete array of medical and support services for children, adults, and families throughout South Carolina.
This position is located at the Department of Mental Health, C. M. Tucker Nursing Care Center, located at 2200 Harden St, Columbia, SC 29203
As the Time Management Administrative Assistant, you will perform timekeeping duties for various DMH facilities, ensuring accuracy, compliance with regulations and accountability of timekeeping/payroll process. Responsible for timekeeping/accounting/bookkeeping duties relative to SCEIS and Kronos; Calculate, balance, reconcile, and audit. Verifies documents, maintains, updates timekeeping/payroll records, and prepares reports.
Responsibilities for this Time Management AdministrativeAssistant include but are not limited to:

• Performs timekeeping functions for DMH following established methods and procedures. Interpret, apply and process actions based on the appropriate state policies, procedures, and guidelines for the leave requested/used. Monitors accruals for accuracy; identify and request corrections as needed.
• Inputs accurate time and attendance information in SCEIS. Enters schedules and make substitutions to work schedules; record working time to include applications of SPD, Weekend Differential, On-Call/Call-back, CND hours, and Dual Employment. Reports missing time indicators to appropriate contacts.
• Reviews electronic timecards in Kronos daily. Reviews and revises schedules in SCEIS based on Kronos results. Communicates with Kronos Administrators regarding exceptions, errors, and all schedule changes. Performs manual calculations to ensure accuracy for SCEIS interface. Examines timecards, start and finish times, computations to identify and reconcile any discrepancies.
• Prepares and distributes employee sign-in documents. Checks employees' actual hours worked against assigned schedules, employee roosters, orientation and training information. Collects leave slips and other pertinent information for payroll preparation. Ensures that all leave and overtime documents are signed, approved, and properly completed.
• Provides information, assistance, and services to supervisors and employees by answering inquiries regarding leave accrual, leave usage, as well as overtime calculations. May request payroll assimilations as necessary.
• Maintains up-to-date variance list of payroll batches to ensure prompt additions and/or deletions of new hires and terminations from the payroll and SCEIS system in order to prevent under or over payments. Checks work schedule rules of new hires to ensure proper time evaluation of time entered.
• Tracks and reports leave without pay occurrences to Payroll for insurance billing purposes to prevent overpayment by agency.
• Prints employee time reports from SCEIS and timecards from Kronos at the end of each pay period. Reviews, reconciles and validates information for audit purposes. Corrects noted discrepancies and inform staff of corrective actions. Follows-up on Missing Time Reports to ensure accountabilities for all scheduled working time.
• Receives variable work schedules, FMLA requests, and Administrative Leave and Workers' Compensation notifications. Tracks leave usages, to include intermit use of FMLA.
• Provides bi-monthly work assessment reports to Timekeeping Management to assist in evaluation of workload. Participates in peer reviews to identify and correct discrepancies/deficiencies.

Minimum and Additional Requirements
State Minimum Requirements:
A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.
Agency (Facility) Minimum Requirements:
Working knowledge of timekeeping, recordkeeping/bookkeeping.
Note:If any Agency Requirements are listed above, applicants must also meet those requirements to be considered for the position.
Preferred Qualifications
Minimum of two (2) years of SCEIS experience or one (1) year Timekeeping experience with proven proficiency in SCEIS and Timekeeping (training/certification).
Additional Comments
The selected candidate must have knowledge of DMH, state policies and procedures, rules and regulations. Knowledge of DoFS Policies related to timekeeping/payroll functions. Knowledge of SCEIS and Kronos. Knowledge of timekeeping/accounting/booking principles and practices. Ability to perform mathematical concepts. Ability to interpret/apply financial procedures and regulations. Ability to communicate effectively and establish and maintain effective working relationships. The selected candidate must attend meetings and individual conferences as deemed necessary by supervision. Work independently and must use good judgment and initiative in meeting deadlines, taking corrective actions, responding to requests for information and discretion in applying policies and procedures. May have to travel between locations to attend meetings, deliver and pick up materials and/or to provide coverage as necessary.
The South Carolina Department of Mental Health is an Equal Employment Opportunity Agency. We provide affirmative action and equal opportunity in employment for all qualified persons regardless of race, color, sex - including the basis of pregnancy, childbirth, or related medical conditions, national origin, age, religion, or disability.
South Carolina is making our Veterans a priority for employment in state agencies and institutions.
Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. Please account for any and all gaps of employment in your application. A resume will not be accepted in lieu of application completion nor reviewed to determine if an applicant has met the qualifications for the position.
The South Carolina Department of Mental Health offers an exceptional benefits package for FTE positions that includes:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
• 15 days annual (vacation) leave accrual per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• State Retirement Plan and Deferred Compensation Programs

Benefits for State Employees
The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.
Insurance Benefits
Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.
Retirement Benefits
State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.
Workplace Benefits
State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.
Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.
01
Have you ever been employed by the SC Department of Mental Health?

• Yes
• No

02
If you have ever been convicted of a misdemeanor or felony criminal offense (other than in a Juvenile Court), you MUST list this information (unless you have taken steps to expunge your record.) This includes fraudulent checks, driving under suspension, disorderly conduct, shoplifting, etc. *Please note that conviction of a criminal offense does not bar you from employment in all cases; each conviction is evaluated individually. However, failure to list convictions is considered falsification of the application and WILL BE grounds for termination, if hired. It is your responsibility to know what is on your criminal record. If you have charges on your record that appear without a court disposition (result) you may be asked to provide that information if selected for employment. If you have questions, please inquire before you complete your application.PLEASE NOTE THAT NOT ANSWERING THIS QUESTION WILL DEEM YOUR APPLICATION AS INCOMPLETE AND IT WILL NOT BE CONSIDERED.Please indicate your understanding to this statement by checking the box below.

• Checking this box indicates my understanding to the above referenced statement.

03
Do you have a high school diploma and working knowledge of timekeeping and/or recordkeeping/bookkeeping?

• Yes
• No

04
Do you have working knowledge of timekeeping, and/or recordkeeping/bookkeeping?

• Yes
• No

05
Do you have experience in the administration of government payroll policy and procedures?

• Yes
• No

06
If you answered "Yes" to the question above, please explain.
07
Do you have professional experience using South Carolina Enterprise Information System (SCEIS)?

• Yes
• No

08
Are you proficient in Microsoft Computer programs to include Word, Excel and Outlook?

• Yes
• No

09
Do you have the ability to work in a fast-paced work setting?

• Yes
• No

10
Do you have good customer service, telephone and communication skills?

• Yes
• No

11
Do you have the ability to interpret and apply policies and procedures when required?

• Yes
• No

12
Do you possess a valid SC driver's license?

• Yes
• No

13
Have you ever held a permanent (full-time equivalent) position with a SC state agency and/or been an employee of a SC school district?

• Yes
• No

14
How did you hear about our vacancy?

• SC State jobs portal/careers.sc.gov
• Simply Hired
• Indeed
• College Career Services Center
• Friend/Relative
• Referral from current DMH Employee
• Other (commercials, billboards, etc.) - Please specify.

15
If you answered "Referral from current DMH Employee" for question above, please list name below:
16
If you answered "Other" for question #17 above, please indicate from where below:
17
Please indicate your salary requirements (please be specific and not put "negotiable" or "open").
Required Question