Timekeeping Specialist; Administrative Specialist -Limited

Job Overview

Under the direction of the Oregon Health Authority, the Oregon State Hospital (OSH) Centralized Timekeeping Office manages timekeeping and payroll integration for all OSH employees. The Timekeeping Specialist (Administrative Specialist
1) will ensure accurate, consistent, and timely reconciliation of payable hours by monitoring, auditing, and transmitting employee time and attendance information between the OSH Electronic Time Management System (ETMS) and the state payroll system.

• Regularly check and audit employee time records to ensure accuracy and compliance with policies, procedures, and collective bargaining agreements.
• Transmit time and attendance data between the ETMS and the state payroll system.
• Conduct research, analysis, and evaluation to interpret policies, procedures, rules, and collective bargaining agreements.
• Identify and resolve discrepancies in timekeeping records to produce accurate employee payroll.
• Maintain precise timekeeping records for all OSH staff using multiple software systems.
• Operate independently and manage caseloads and multiple OSH and state payroll deadlines efficiently.
• Identify, audit, and correct scheduling and record entry errors, and report these errors to employees and management.
• Request and process supervisor signatures on unapproved timesheets.
• Process closed month corrections in the state payroll system.
• Interpret and manually adjust ETMS entries to accurately reflect employee time.
• Interact with staff, OSH managers, and OHA payroll to collect and verify information, communicate deficiencies, and provide guidance on timekeeping issues.
• Monitor employee time for compliance with collective bargaining agreements and internal policies and procedures; report findings to the appropriate sources.
• Analyze and collaborate on real‑time payable hour requests with agency partners to ensure accuracy of payable hours.
• Maintain proficiency with the ETMS and state payroll system to provide accurate employee payable hours.
• Address and de‑escalate issues arising from staff concerns over time entry.

• Most duties can be performed remotely; eligibility requires a home office that meets all applicable technology, security, and safety requirements, including protecting confidential information.
• Remote workers must establish and maintain an appropriate work environment.
• Remote workers may be required to report to OSH as determined by the manager to perform duties, receive training, or participate in meetings.
• Position may be eligible to work remotely up to 80% of the time.

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR an associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR an equivalent combination of education and experience.

• MS Office proficiency
• Strong customer service skills, de‑escalation, communication, follow‑through
• Functional knowledge of payroll and accounting principles
• State payroll system experience (Oregon preferred)
• Experience conducting payroll audits
• Experience interpreting collective bargaining agreements
• Multi‑screen utilization capabilities

The Oregon Health Authority is an affirmative action and equal opportunity employer, committed to fair employment practices and pay equity for all employees. We do not discriminate based on protected class – including race, sex, veteran status, disability, age, color, religion, national origin, marital status, or sexual orientation – and we do not screen applicants based on current or past compensation.