|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00020290 |
Description Activated On: 2/17/2026 9:41:52 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. This is a professional, management level position assigned to the Time Services Division within the HR Service Center. Serves as a Time Advisor for centralized agencies performing time administration services for specific agencies. |
|
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. General In the performance of all job duties, interprets, applies and maintains knowledge of collective bargaining agreements, past practices and side letters; Personnel Rules; Commonwealth Management Directives and Manuals; Time Alerts and Absence Bulletins; Procedures and EPAR Guidelines; and other agency specific policies related to absences and attendances. Maintains a general understanding of the policy and programs for the State Employee Assistance Program (SEAP), Family and Medical Leave Act (FMLA), and Americans with Disabilities Act (ADA), military absence provisions, work-related injuries, and other human resource laws and programs that sometimes have a nexus to time. Works with colleagues in other Time Services positions, in the Bureau of Commonwealth Payroll Operations and Bureau of Quality Audits as well as the delivery center human resource office. Provides consultative services, information and packages to employee relations staff, managers, and supervisors on matters involving potential time and leave misuse or when requested for investigations. Advises HR representatives and/or timekeepers to work with the supervisors on monitoring leave usage and counseling employees to be more conscious of excessive leave usage, misuse, and low absence quotas. Time Systems, Entries and Calculations Uses the enterprise HR and Time systems in the performance of all job duties by using systems knowledge to determine the correct entries and actions needed for each employee based on the rules associated with the employee’s job to correctly pay employees. Provides guidance to HR representatives, agency time keepers, managers, and supervisors on absence and attendance issues. Ensures that timekeepers perform the following time related functions timely before pay is processed for their assigned agencies or organizations: •Maintain work schedules for each employee, which includes monitoring active alternate work schedules (AWS). •Enter absences or review absence entries made by employees to ensure time records are completed each pay period. •Correct work schedules through substitutions as needed when employees swap shifts or do not work standard schedules. •Enter and or calculate time entered to the proper overtime coding in accordance with agency policies, union contracts and the FLSA. •Determine if shift differential or other differentials are due and enters those. •Enter actions for leaves without pay, including suspensions, and adjusts benefits eligibility as appropriate. •Enter working out of class time. •Adjusting quotas where automation is not possible. •Monitor workflow and approve time as needed. •Monitor quotas due to be paid, including holidays and compensatory time. •Review error reports and make corrections as needed. Ensures that all work schedules available to employees within the organizations are entered correctly and monitored regularly. Reviews work schedule change requests, including Alternate Work Schedules (AWS), and works with employee relations staff to obtain agreement from the unions. Inputs work schedule changes into SAP, updates future absences and attendances if they are impacted by work schedule changes, and notifies the HR representatives and/or timekeepers of the effective date and when the work schedule change has been completed. Administers the AWS program by ensuring agencies are adhering to the policy and side letter agreements, implementing processes and procedures to run the program more efficiently and effectively, and serving as the overall expert for the AWS program. Reviews requests for leave without pay (AO or AW leave type), makes recommendations to the delivery center regarding what leave type to use, and processes/inputs the appropriate leave type. Inputs disciplinary leave types and actions into SAP as requested by the human resource office. Coordinates technical issues related to Temporary Working out of Classification (TWOC) program and works closely with the Classification and Pay staff to resolve policy interpretation issues. PAR and Service Now Processes Reviews all PAR’s and Service Now tickets. Sets up new employees’ time records as needed. Audits all employees’ records when PARs and Service Now tickets are received to ensure leave records are accurate, all time is entered and approved, records are reviewed for errors and corrected prior to the separation/transfer date, quota payouts are unlocked in SAP, and deferred compensation rollovers are coordinated. Reviews leave service credit information when requested and inputs necessary leave service credit and quota adjustments as needed. Enters TWOC to ensure correct payment to the employee is being made in accordance with Commonwealth policy. Error and Issue Resolution Ensures that reports are run at least each pay period to identify and correct errors, and runs the end of year reports to correct issues that routinely occur each year. Coaches timekeepers to make adjustments, after carefully reviewing errors and determining that the appropriate adjustment to fix for the issue. In some cases, tests solutions with time evaluation and payroll simulations before pay is processed. Upon notification of over or underpayments, determines if salary advances should be requested. Serves as the single point of contact for one or more agencies’ employees and supervisors, on errors or escalation of concerns not addressed by subordinate staff. Performs audits of leave usage and overtime and coordinates with HR representatives and/or timekeepers to ensure conformance with policies and procedures. Provides oral or written explanations about overpayments to employees, union representatives (with permission from Employee Relations), supervisors and BCPO staff when necessary. Work with BCPO when requested by an employee to set-up an overpayment plan. Researches information requested from BQA for audits and corrects time records as needed. Resolves payroll processing issues and errors by researching pay errors to determine appropriate corrective action, works with the BCPO, HR representatives, and/or timekeepers as needed to resolve the errors, or monitors errors until resolution is complete. Researches and analyzes complex absence and attendance issues to determine appropriate resolution, and discusses recommendations with supervisor prior to resolution. Works closely with other specialists in Time Services on errors that cannot easily be identified or corrected to resolve the most complex pay issues. Submits help desk tickets as needed for other team members to resolve issues when needed. Policies, Procedures and Training Upon request, provides input to Time Services leadership on the development and implementation of new policies and procedures. Conducts timekeeper training designed to help timekeepers with correcting errors and performing their timekeeper duties. Holds workshops as needed for timekeepers that may have retraining needs. Other Generates IRIS and SAP reports on an as needed basis. Uses Microsoft Word, Excel, and Access in the performance of job duties. Performs special projects and other duties as required or assigned. |
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. The incumbent resolves routine issues after obtaining a thorough understanding of the issue and reviewing the policy. On complex issues, works as a team with the supervisor of the position, other center staff, and possibly other Office of Administration or agency staff to resolve the issues. |
||||||||||||||||||||
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. 5. 6. |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|