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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00079577 |
Description Activated On: 9/23/2026 2:29:34 PM |
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. Position performs timekeeping duties essential to payroll processing for employees at Warren State Hospital. Position maintains accurate time records for approx. 375 salary and wage employees. Primary duties include timely input of work hours to meet pay processing deadlines and appropriate changes to work schedules for each pay period to ensure accuracy of employee pay. |
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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. Position is assigned to the Human Resource department and reports to the Field Human Resource Officer 2. Positions under the HR department are part of GOA complement and fall within the Human Services HR Office. Responsibilities include input of time in SAP working from daily department sign-in sheets, review of sheets to ensure all information is accurate, complete and complies with DC TK regulations and policies. Reviews leave slips to ensure all required documentation i.e., medical, military, civil leave, etc. have been submitted and comply with personnel rules and timekeeping policy; in accordance with leave information on Daily Attendance records, ensures leave slips have been submitted or leave has been input and employee's attendance record is up to date. Works with supervisor or employee to ensure complete and accurate record input when sign-in sheets are missing information, leave slip is missing or leave requires supporting comments/documentation for purposes of input; responds to inquiries regarding leave balances. Performs daily input and coding of overtime, shift, wage and time without pay for non-ESS users; verifies information input by ESS users; checks paper leave slip to ensure accurate coding and comments have been documented before slips are filed. When necessary, makes adjustment/correction to leave records. Upon input, notifies employee of informing them the affect the adjustment/correction will have on leave quota(s)/pay. Meets system timeframes for inputting leave, work hours, substitutions, etc. to ensure all information is input prior to processing deadline. Works with assigned time advisor in central office TK unit to resolve pay issues, research and provide data/information as requested, generate reports and respond to various inquiries. Enters schedule substitutions on a regular basis when work schedules deviate from regular work/shift hours. Applies knowledge of contract language for timekeeping input for hours worked, overtime pay, use of leave, etc. to ensure accurate input of leave and compensation data. Maintains knowledge of all BU agreements to ensure pay rules are applied correctly to reduce payroll errors. Works closely with FMLA and Work Related Injury coordinators, Labor Relations and central timekeeping unit to ensure timely input of appropriate codes for medical related absences, discipline, etc.; monitors employees’ use of leave and notifies supervisor and appropriate coordinator of suspected leave abuse, exhausting available leave, wrong coding, insufficient leave to cover a recorded absence, report off due to disability leave, etc. Performs manual calculations prior to input that may be necessary for accurate pay. Maintains confidentiality of employee information related to FMLA absences, discipline, etc.; maintains files of required documents including leave slips, medical documentation, daily sign in sheets, etc.; reviews Overtime Occurrence reports with compensatory leave and paid overtime for accuracy. May prepare letters/notices/forms, etc. and correspondence in draft or final as requested. Proofreads all correspondence to insure information is grammatically correct/accurate. Provides assistance with TK workload in the absence of other timekeeping staff. Provides assistance and technical support to other clerical employees on the methods and procedures used in the timekeeping process. Performs other related duties as 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. Position work independently to ensure payroll information is input following policies, practices and CB agreements. Makes decisions about timekeeping/absence input to comply with SAP system requirements. Seeks guidance from supervisor to resolve more complex 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. 5. 6. |
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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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