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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00003245 |
Description Activated On: 1/9/2025 9:39:42 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. Serves as the primary timekeeper for the County Office staff to include entering payroll, researching time issues, and resolving payroll issues. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Functions as primary timekeeper for the County Office. Serves as primary contact for field time and attendance and payroll issues. Provides guidance regarding time issues to employees, managers, supervisors, and others as needed. Educates employees on time and payroll guidelines and policies. Provides informative training, as necessary, to include payroll coding and completion, call time, overtime, holidays, standby time, higher class, leave codes, equipment, materials, etc. Serves as primary contact for the county regarding all time and payroll issues, and primary point of contact for the District Office for time and attendance and payroll issues. Prepares leave balance reports, verifies all employee e-payrolls are saved in a completed status, all equipment payrolls are retained with supervisor approval in accordance with appropriate record retention guidelines, and ensures complete and accurate leave requests are accounted for. Reviews payroll “outputs” to ensure payments made to employees are in accordance with pay rules, policies, and procedures. Notifies employees of payroll errors and appropriate resolution (nature of error, steps to resolve, and impacts). Prepares reports on leave usage for year-end quota moves and/or periodic quota compensation actions. Monitors hours worked on holidays and ensures absences are entered appropriately. Responsible for tracking holiday earnings, usage, and balances to ensure quotas for employees in the respective organization are zeroed out at the end of the calendar year either by usage, a quota compensation, or an extension into the following calendar year. Prepares and assesses time, temporary work out of class, annual leave accrual rate, and other payroll reports and coordinates the resolution of payroll/leave errors and/or issues with support staff. Navigates through various SAP screens and determines the appropriate course of action. Monitors payroll and leave activity. Reviews payrolls for completion and accuracy prior to inputting into ZIPY by ensuring work orders are coded for the correct plant, assembly matches work order number, actual production units are in correct increments, and total production hours worked are accurate. Understands, utilizes, and interprets union contracts (Master Agreement and Master Memorandum), management directives, commonwealth pay rules, foreman manuals, alternate work schedules, multiple shifts, 24/7 operations, winter and summer agreements, local side agreements, or related resources in calculating employee pay for regular time, shift differential, overtime, higher class, equipment differential, etc. and in determining correct leave coding. Provides guidance, instruction, and/or explanation to employees, supervisors, and managers to ensure they understand pay and leave rules, contracts, management directives, foreman manuals, etc. Researches and analyzes payroll histories to resolve problems. Reviews and researches to resolve employment history inquiries such as leave without pay history, Leave Service Credit, Master Agreement and/or Bargaining Unit Seniority, etc. Independently evaluates leave histories to verify entitlements for annual, sick, holiday, and/or compensatory leave. Generates, researches, and monitors error reports daily. Researches and resolves leave and payroll issues to include those identified in reports or by employees. Determines source of incorrect payments and independently investigates several SAP reports and screens to determine the appropriate course of action to identify the cause of the error and apply the most practical solution. Notifies employees of error(s) and appropriate resolution(s), which includes the source of the error, what steps must be taken to resolve the error, and any impact the error may have on the employee’s pay. Processes Winter Maintenance Program Begin/Return from Leave Without Pay actions. Submits PARs for all work schedules changes, including Management Alternate Work Schedule Off day (AWSO) changes, and ensures the appropriate approved work schedule change document is attached to the PAR. Enters shift substitutions for crews within their counties on an Alternate Work Schedule (AWS). Responsible for attendances and absences, including system entries for the Family Medical Leave Act (FMLA), Workers’ Compensation, etc. Monitors active FMLA files to ensure correct absence coding is entered for employees on FMLA related leave. Reviews release to work documentation, verifies documentation is complete and accurate, and forwards a copy, including restrictions, to the appropriate program area to ensure employee will be able to perform their duties and essential job functions. Informs managers of any issues/concerns pertaining to the release to work documentation. Communicates directly with the OA, FMLA Unit and/or Workers’ Compensation Unit to address any questions or issues. Gathers appropriate documentation and initiates a grievance Position/Personnel Action Request (PAR) when a grievance settlement is received from the Employee Relations Division. Ensures appropriate documentation is attached to the PAR prior to submission. Ensures Temporary Working Out of Class (TWOC) approvals are in place for employees to be paid appropriately. Initiates TWOC requests and composes TWOC notifications addressed to approved employee(s) ensuring supervisor receives a copy. Maintains tracking spreadsheet to manage TWOC program for the county office, and notifies employee’s supervisor when close to the end of the approved TWOC period so an extension can be requested, or an end of TWOC action can be initiated. Monitors and verifies the accuracy of payroll coding and timeframe of TWOC approval. Types various documents such as letters, vouchers, memos, and agendas; proofreads; and uses own judgment to properly correct grammar and format to department rules and standards. Files necessary documents in the proper location. Photocopies, faxes, and shreds documents when needed. Answers telephone(s); assists the public in the lobby; and fills in as dispatcher when needed. Performs other duties as assigned. Safety 1. Assess your environment and be responsible for your safety, the safety of co-workers, and the public. 2. Attend required safety training and adhere to the requirements of all safety manuals, policies, and laws. 3. Immediately report to your supervisor any incident, unsafe practice, or near miss. 4. When in an enclosed environment (office buildings, confined spaces, flagger stations, equipment pinch points, etc.), know your evacuation process and escape route, your communication protocols, and appropriately react in the event of an incident. Workforce and Succession Planning: Take an active role in succession planning by completing a Career Development Plan in collaboration with the supervisor. In conjunction with the supervisor, participate in knowledge management/transfer by identifying key aspects of the job and sharing explicit and tacit program/technical knowledge with other employees. Fair Labor Standards Act (FLSA): Unless directed otherwise by your supervisor or manager, comply with stated work hours for the 7.5/8.0 hour day. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Independently researches and resolves time and payroll issues. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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