Washington State

Description

Benefits, Records Mgmt. & Payroll Specialists - Fiscal Analyst 4(FA4)

Recruitment #2025-7-A345/A349

Full-time, Permanent, Represented positions

Location: Natural Resources Building- Olympia, WA

Work Hours and Partial Telework flexibility may be available and considered

Relocation Compensation may be available and considered

Salary: $5,398.00 - $7,254.00 Monthly

Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment at any time after 7/14/25. It is in your best interest to submit materials as soon as possible.

Want to join something GREAT and make a difference?

The Department of Natural Resources (DNR) has an exciting opportunity available within our Office of Finance, Budget, and Economics as a Fiscal Analyst 4.

This recruitment will be used to fill two Fiscal Analyst 4 positions within the Payroll Unit of the Department of Natural Resources Office of Finance Budget & Economics. One position administers our Agency Shared Leave Program, processes all child support orders, processes payroll, and supervises an FA2 within the unit. The other is our Benefits, Records Management & Payroll Specialist, who serves as the Agency Benefit Eligibility Specialist, assists FA5 in processing payroll for Wildfire Division permanent and seasonal staff, provides timely records management in all matters of payroll records for the agency, and also supervises an FA2 within the payroll unit.

Duties

Responsibilities:

• The primary position responsible for the agency's shared leave program and processing of agency court-ordered child support orders.
• Navigate and research within the State Civil Service Rules, S.A.A.M., CBAs, and state and federal regulations, and understand how they affect the withholding of employee funds.
• Stay up to date with the organizational structure of division and region programs and personnel charging to those programs.
• Must understand all of the systems & processes used and how they work to analyze, interpret, and record shared leave donations internally and externally.
• To create, maintain, and track shared leave records on an extensive Excel spreadsheet.
• To process returns, prepare journal vouchers to transfer and record funds and correct errors.
• Coordinate with HR consultants for information concerning employees who are on Shared Leave, need extensions, or need shared leave files to be closed.
• Coordinate with HR Protected Leave Specialist and Payroll Benefits Specialist for information regarding leave usage for Shared Leave, PFML, FMLA, and other special leave types.

Tasks include:

• Serves as the specialist in handling complex benefit eligibility worksheets, payroll transactions, and records.
• Manages, coordinates, and reconciles all aspects of health benefits, dental benefits, life insurance, and long-term disability for all agency employees.
• Prepares PEBB worksheets for all division employees’ benefits eligibility. Assists staff in interpreting and applying payroll and benefits laws, rules, regulations, bargaining unit contracts, policies, and procedures.
• Enters and analyzes employee master data entered by HR or Payroll staff and how it affects entries to the general ledgers.
• Interprets, evaluates, and resolves problems about all aspects of employee health benefits, dental benefits, life insurance, long term disability, sign-up, changes, inquiries, terminations and the annual open enrollment process following all state laws, CBAs, WACs, HCA regulations in the area of benefits administration and agency policies & procedures.
• Acts as employees’ primary point of contact regarding insurance policies, inquiries, enrollments, and changes. This includes but is not limited to spousal/registered domestic partner premium surcharge attestations, tobacco attestations, dependent verification, and annual open enrollment.
• Identifies, communicates, and maintains off-season benefits for eligible seasonal employees.
• Serves as the main point of contact for Health Care Authority, Standard Insurance, and Navia Benefit Solutions. Reconciles detailed employee and employer data against reports provided by HCA, researching discrepancies and making necessary reconciling adjustments.
• Maintains in-depth knowledge and expertise in employee benefits.
• Notifies employees of options for insurance process changes with insurance companies, and verifies coverage and billings.
• Provides detailed information and training in oral or written form on benefit-related issues.
• Assists employees with appropriately completing required insurance forms and enrollment in the new Benefits 24/7 system.
• Creates and maintains a tracking spreadsheet to assist division employees in meeting enrollment deadlines and the reconciliation of the payroll revolving account monthly insurance benefits for DNR.
• Audits and reviews peer and staff-level transactions for accuracy.
• Generates and distributes the payroll EOS & related reports.
• Prepares payment and journal vouchers as needed.
• Provides support and assistance to team members, as needed
• Works to cross-train the FA2 direct report to be the immediate backup for all onboarding and training responsibilities for PEBB worksheet preparation and ongoing management of PEBB benefits.
• Advises the Supervisor, Payroll Manager, or Financial Manager of training or performance needs of team members or region payroll staff
• Analyzes data and reports such as TARs, fire time records, labor system reports, leave and insurance reports, and forms.
• Verifies and reconciles the semi-monthly payroll information for approximately 100 permanent and part-time employees.
• Assists the FA5 with processing Wildfire Division payroll, including on and offboarding seasonal staff and managing off-season benefits of approximately 100-200 permanent and seasonal employees.
• Conducts financial review and reconciliation of division payroll registers and leave reports.
• Processes employees’ insurance, including medical, dental, life insurance, long-term disability enrollments, corrections, and notifications for employees and families.
• Processes regular and overtime pay adjustments requiring complex, detailed calculations and analysis of payroll records based on Collective Bargaining Agreements, the Revised Code of Washington, Washington Administrative Codes, ESD, HCA, DRS, IRS, and OFM’s rules and regulations.
• Reviews and ensures that all leave (and leave accruals) have been taken, paid, and/or accrued correctly.
• Processes and tracks accelerated leave accruals.
• Reviews retroactive adjustments for accuracy and enters adjustments into HRMS in compliance with agency policy, and federal and state laws.
• Interprets and resolves issues on a one-on-one basis with clients.
• Responsible for the determination of dates of coverage, approvals, and communications for documents.
• Composes letters and emails to employees for collections, insurance, and other payroll matters.
• Sets up new hires, processes rehires, transfers, separations, and all other actions within HRMS and PAY1.
• Processes, maintains, and monitors benefits in compliance with HCA, OFM, CBAs, and Agency Policy.
• Coordinate and supervise the duties of an FA2 position in the payroll unit.
• Processing agency payroll.
• Timely completion of agency verifications of employment.
• Reviewing payroll remittance reports.
• General Ledger 5194 reconciliation and tracking for statute of limitations unclaimed property.
• Monitoring the payroll email inbox to ensure deadlines are met and customer requests are completed.
• Processing all correspondence from the Employment Security Department.
• Provide training on payroll processes.
• Delegates and prioritized assigned work, providing instructions on work completion
• Double-check work to avoid mistakes and offer learning opportunities.
• Act as backup and perform job duties for staff in their absence to prevent lapses in meeting deliverables
• Processes and requests all payroll records transmittals and files for all division employees.
• Utilizes reports from HRMS and information from other team members to track the movement of transmittals and files as necessary.
• Runs and distributes reports to manage annual archiving of all agency payroll files.
• Administers the records retention and destruction of all agency payroll records.
• Shares extensive knowledge of WACs, RCWs, and other state and federal requirements as needed for records management.

Qualifications

Required Qualifications:

• Three (3) years of relevant professional experience.
• Fifteen (15) course credit hours of accounting, auditing, or budgeting.
• Advanced knowledge of accounting principles with experience in payroll processing.
• Experience and proficiency with computers and software systems, including, but not limited to, the suite of Microsoft Office products (Excel, Word, Outlook, Teams, etc.).
• Knowledge of generally accepted accounting principles (GAAP), including regulations related to shared leave, payroll, and benefits.
• Ability to be focused and to prioritize work to meet inflexible deadlines while dealing with constant interruptions.
• Ability to maintain high levels of accuracy with a heavy workload applying attention to detail in everyday tasks.
• Consistent ability to effectively and respectfully communicate with co-workers and diverse clientele.
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.
• DNR Core Competencies:
  • Personal Accountability
  • Value Others
  • Compassionate Communication
  • Inspire Others
  • Commitment to Excellence

Special Requirements and Conditions of Employment:

• This position is located in the Natural Resources Building in the open cubicle space.
• Mon-Fri, 0800-1630; This position is eligible for flex-time with prior approval from the direct supervisor. The position will require adjusting the schedule to meet payroll deadlines, including working some evenings, holidays, and/or weekends.
• Infrequent travel to region offices may be required.

Desired Qualifications:

• Bachelor’s degree in accounting or related field.
• Ability to research, interpret, and explain various policies from OFM, Collective Bargaining Agreements, Dept of Retirement Systems, Health Care Authority, WACs, RCWs, and internal to DNR.
• Experience with HRMS and AFRS.

Don’t let doubts stop you from applying for this position. If you have any questions about the required qualifications or how your experience relates to them, please contact us at DNRrecruiting@dnr.wa.gov. A note to potential candidates: Studies have shown that women, trans, non-binary, Black, Indigenous, and people of color (BIPOC) are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. We value diversity and inclusion in our organization, and we are looking for the best person for the job. Don’t hesitate to apply!

Supplemental Information

Application Requirements: Failure to provide listed documents may result in disqualification. If you have questions or difficulty attaching these documents, please contact dnrrecruiting@dnr.wa.gov.

• Apply online: at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications for the position and the position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: 3-5 professional references with current telephone numbers, to include your 2 most recent supervisors. You may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (social security number, year of birth, etc.).
• Attach a copy of your college degree certificate or an unofficial copy of your transcripts. If you have questions regarding attaching this document, please contact dnrrecruiting@dnr.wa.gov. If you do not attach a copy of your transcript your application will not move forward in the application process.
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at info@governmentjobs.com with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those communications.

Questions? Please contact Alex Flores at 360-764-0291 or Sonya Gottbreht at 360-529-6335 or email us at DNRrecruiting@dnr.wa.gov

Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 522-2500 or email DNRrecruiting@dnr.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

About the Department of Natural Resources (DNR).

At DNR, we approach our work through the lens of making Washington a better place environmentally and are dedicated to serving Washington’s lands and communities through diversity, equity, and inclusion.

Our Vision – Our actions ensure a future where Washington’s lands, waters, and communities thrive.

Our Mission – Manage, sustain, and protect the health and productivity of Washington’s lands and waters to meet the needs of present and future generations.

Our Core Values:

• Safety and Well-Being —Our top priority is the safety of the public and our employees.
• Public Service —We value and respect the public we serve, and we value and respect the people of the Department of Natural Resources who step up to serve.
• Innovation and Creative Problem-Solving — We solve our state’s most pressing challenges through innovative thinking, dedication, and bold and creative vision.
• Leadership and Teamwork —We are committed to building leaders at all levels and building teams for success.

DNR provides excellent benefits, a few of which include:

• Commitment to organizational health and wellness
• Work/life balance
• DNR Employee Resource Groups (Diversity, Equity and Inclusion Council, Women’s Employee Resource Group, Veterans Employee Resource Group, etc.)
• Statewide Employee Business Resource Groups, visit here to learn more
• Leadership that empowers and supports employees
• Professional development opportunities
• Educational and career development aid
• Public Service Loan Forgiveness Eligibility
• Opportunities to participate in wildland fire suppression assignments
• A comprehensive benefits package includes employer contributions toward health insurance, paid holidays, retirement plans, sick leave, and vacation days. Visit http://careers.wa.gov/benefits.html for more information.

Additional Information:

This recruitment may be extended and used to fill future similar vacancies for up to sixty (60) days.

DNR does not use the E-Verify system. For more information, please visit www.uscis.gov.

Veterans wishing to claim Veteran’s preference, please attach a copy of your DD-214, NGB-22, or other verification of military service. Please black out your social security number before attaching it. We thank you and are grateful for your service!

Equal Opportunity Employer: The Washington State Department of Natural Resources is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons with disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Once you submit your online application, you can check your status by logging into your account. If you experience technical difficulties creating, accessing, or completing your application, call 360-664-1960 or 1-877-664-1960 or email CareersHelp@des.wa.gov.

Check us out on: DNR’s website | Facebook | Twitter | Instagram | YouTube | WordPress

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

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