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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00075238 |
Description Activated On: 5/10/2023 11:41:36 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. The employee in this position is responsible and accountable for performing technical human resource duties of a paraprofessional nature. The employee carries out the following job tasks in the Human Resource Services Office of the Philadelphia County Assistance Office (PCAO), the OIM Processing Center (PC) and the Customer Service Center (CSC) Philadelphia locations, under the general supervision of a Human Resource Analyst 3. |
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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. Time Advisor The employee is responsible for monitoring compliance with the Commonwealth of Pennsylvania Leave Management policy. Performs as a Time Adviser which includes conducting classroom training sessions and refresher courses for managers, supervisors, administrators and timekeepers. Ensures all new timekeepers receive training. Responds to all ESS (Employee Self Service) problems and inquiries. The employee also responds to inquiries regarding leave quotas, excess leave, and eligibility requirements for paid and unpaid leave. Reviews unpaid leave requests for compliance with the Commonwealth’s leave policy. Reviews overtime and working out of class input using IRIS (Interim Reporting Information System) and SAP reports for accuracy and timeliness. Researches and corrects work schedule errors. Reviews time evaluation error reports/tools and assists with error corrections. Reviews sick, sick family, sick bereavement, civil and administrative absences weekly to ensure compliance with the Commonwealth’s leave policy. Calculates leave and military service credit. Calculates and provides leave payout estimates for employees who are retiring from the agency. Reviews unpaid leave requests (AO, AW, Tardy, UB, etc.) for compliance with Department of Human Services (DHS) leave policy and make referral to Labor Relations to ensure appropriate disciplinary action is taken for all unapproved unpaid absences. Participates in the process aspects of the sick leave usage and service recognition program. Performance Management Assists in coordinating, implementing and/or administering all Employee Performance Reviews (EPRs). Tracks and monitors the Employee Performance Reviews (Annual, Probationary and Interims) as well as Mid-Point Progress Reviews. Provides technical assistance to District Administrators, Management, Department Heads and supervisors in order to facilitate the accurate completion of EPRs. Responsible for providing District Administrators, Departments Heads and supervisors’ technical assistance in the correction of EPRs. The employee is responsible for reading, evaluating and exercising independent judgment to determine the technical accuracy of written justification of EPRs; contacts supervisor to discuss discrepancies. The employee is responsible for gathering statistical data and compiling information for the Employee Performance Review Timeliness Completion Report, yearly and any in-house reports. Conducts classroom training sessions and refresher courses for managers, supervisors and administrators on the Commonwealth’s Performance Management policy. Records Management Monitor the maintenance of the electronic Official Personnel Folder (eOPF) by scanning, certifying and purging all relevant documentation into the employee’s OPF in accordance with the Records Maintenance Schedule, such as but not limited to resignation letters, EPRs, discipline and etc. for PCAO and OIM PC and CSC, Philadelphia locations. Other Processes employee requests for intra-county transfer and monitors compliance with the Philadelphia County Assistance Office Transfer Policy. Reviews employee requests for transfer, determines eligibility based on the Philadelphia County Assistance Office Transfer Policy and responds to employee. Processes reassignment EPARs if transfers are approved. Responsible for updating the Intra-County Lateral Reciprocal Transfer List monthly. Reviews and processes all personnel actions such as separations (resignations and retirements). Conducts exit interviews for all employees resigning or retiring from staff to determine the reason for leaving, discuss leave quotas final payment, reinstatements rights, etc. and if necessary, refer them to the benefits unit. Acts as a witness at Unemployment Compensation Hearings, as needed. Prepares Enterprise Personnel Action Requests (EPAR’s) and reviews SAP records to ensure actions are correctly processed, such as but not limited to: end/extend probationary periods, reassignments, update roles, and etc. Identifies complex and sensitive issues within the Systems Unit; analyzes and generates formats for reports; consults and recommends appropriate transactions and compiles detailed supporting data. Provides resolutions to program problems and formulates written communication. Assists in the planning, controlling and directing all personnel transaction activities. Prepares required program reports and correspondence; reports ongoing requirements associated with each program. Maintains contact with District Administrators/Department Heads to elicit management’s views concerning training needs/requirements. Assist with the development of training programs for districts/departments and selecting its participants. Prepares schedules for training programs. Evaluates training programs and participates/conducts segments of the training session. Conducts portions of New Employee Orientations for new hire/rehires for the PCAO and OIM, PC and CSC, Philadelphia locations by informing them on Time and Attendance and Performance Evaluation policies. Responds to requests for wage/employment verifications such as but not limited to Public Service Loan Forgiveness, Childcare Information Services, Employment Verifications, etc., as well as employment related subpoenas. Responsible for the issuance of employee’s photo identification cards to new hires and replacement for the PCAO and OIM PC and CSC, Philadelphia locations. The employee will perform other related duties as required, including but not limited to, assisting other Human Resource Units with the completion of important and time sensitive tasks. HUMAN RESOURCE ASSISTANT 1 & 2 (Job functions that are necessary to perform these duties with or without reasonable accommodations) •Assists in the coordination and implementation of the Human Resources Department. •Gathers, assembles, analyzes and evaluates pertinent information via telephone, mail and/or face to face from employees, other agencies, public, etc. as it pertains to the Human Resources Department. •Communicates verbally with staff and public via telephone, one to one, verifying/requesting information, etc. •Interacts objectively with employees in various situations. •Instructs, advises and assists departments/districts offices with the processing of paperwork for the Human Resources Department. •Interface with District Administrators/Department Heads in regards to action for the Human Resources Department. •Comprehends, selects, interprets and apply standardized size type/print for personnel policies, procedures and regulations as it pertains to the Human Resources Department. •Analyzes and recommends appropriate personnel action as it pertains to the Human Resources Department. •Learns job related material in order to enhance job performance. •Prepares written communication by preparing reports, letters, memos, forms, etc. •Performs arithmetic calculations to determine statistical information as it pertains to the Human Resources Department. •Reviews and process personnel actions as it pertains to Human Resources. •Operates various type of office equipment such as personal computers, copy machines, etc. •Open/close file drawers and insert/retrieve documents. •Maintains employees’ files/records. •Moves records, manuals, etc. •Sits for extended periods of time for meetings, perform data entry and complete forms. •Travels, using public or private transportation, to all district offices/departments in PCAO, OIM PC and CSC (Philadelphia locations) and to attend seminars, meetings training, etc., at other sites, such as Harrisburg. WORK CONDITIONS •Assigned work duties are performed in a controlled office environment. |
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. Supervision received is general. The employee exercises considerable independent judgment. Completed work is reviewed for compatibility with policy. |
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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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