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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00088670 |
Description Activated On: 1/26/2026 3:13:38 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. The employee in this position is responsible for the supervision and operations of the Centralized Scheduling Office within the Residential Living Area Units of the State Center which includes multiple Clerical Assistant 2 and Clerical Assistant 3 staff. This employee ensures staff scheduling for all shifts are conducted efficiently and in a cost-effective manner for numerous living area units. This position is located at the State Center which is a 24/7 facility and reports to the Facility Chief Operating Officer. |
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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. Cl Supv 2 Supervises the scheduling of state staff and contracted staff on all shifts for the 24/7 facility to ensure that each residential living area are fully staffed on all three shifts to include weekends, holidays, overtime and for training. Responsible to oversee the accuracy of the master shift schedules, scheduling reports/spreadsheets/logs for each residential living area to ensure proper Residential Service Aides (RSA) coverage in each facility. Responsible to correspond daily with supervisors, managers, and staff to obtain information and/or resolve problematic staff scheduling issues and staff shortages. Plans, organizes, and assigns work to staff based on priorities and adjusts work to meet changing priorities and deadlines. Other duties include but are not limited to review completion of work for accuracy and compliance of policies and procedures, approve/deny leave, create and/or update position descriptions and complete Employee Performance Reviews, training of staff and scheduling as needed. Responsible for the accuracy of overtime records by making revisions and updating unit overtime sheets; responsible to obtain overtime for each unit per the overtime agreement and mandate overtime as needed. Reviews and posts all staff schedules for the residential living areas. Ensures accurate employee time sheets are maintained for each employee and ensures all compensatory time sheets are balanced and current. Interprets and applies collective bargaining unit language for AFSCME Master Agreements, Commonwealth Management Directives, Human Resource Time and Attendance and Leave Manuals and Overtime Policies. Interprets and keeps abreast of changes to the DHS Time and Attendance policies and Leave manuals in order to backup the Timekeeping Clerical Supervisor and fill in as needed. Responsible to keep an open line of communication with the Timekeeping Clerical Supervisor and RSA Supervisors and Managers to keep them abreast of changes and any issues that arise. Receives grievances and complaints within the residential living areas and is responsible to schedule counseling meetings and pre-disciplinary conferences (PDC) and monitors them to ensure they are completed in a timely manner. May be required to conduct investigations and fact findings, and to gather and/or complete any necessary documentation that is required for grievances and labor relation matters. Tracks grievances and labor relation matters to ensure they are completed timely and ensures that all the necessary documentation has been completed accurately; administers discipline to subordinate staff if needed. Provides in-service training to RSA staff on the ESS system, time and attendance procedures, office procedures, document processing, data entry and the operation and maintenance of office equipment. Provides training to clerical staff in scheduling procedures, time and attendance policy to include overtime policies, selection period process by seniority, and any related material that affects scheduling. Communicates contractual and administrative rights and obligations to employees and modifies work environment or processes to confirm to changing conditions. Participates constructively in staff meetings as a member of the Scheduling Office team. Provides assistance and responds to inquiries in relation to staff scheduling. This includes but is not limited to policies and procedures, rules and regulations as set forth in the DHS/OA Time and Attendance Manuals, Leave Policies, various Management Directives, AFSCME Collective Bargaining Agreements and Memorandums of Understanding utilized by the facility. Supervises the preparation of correspondence, reports, forms, and other documents. Proofreads documents to ensure proper use of grammar, accuracy, consistency and adheres to all policies and procedures. Works closely with Human Resource staff on new appointments, temporary working out of class, leave w/out pay, FLMA and labor relation/union related activities. Performs a full range of supervisory duties to ensure efficient workflow and recommends improvements to streamline operations. Participates in the performance of staff to ensure work is completed in a timely and accurate manner and is completed in accordance with all policies, procedures, and standards. Attends meetings and provides input on ideas, methods, procedures, and instructions that relate to the scheduling of staff and/or timekeeping activities. Performs other related duties and special projects as needed. |
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. Responsible to make complex decisions and independent judgement on complex clerical duties/functions. Responsible to make decisions with schedules when overtime, holidays and weekend issues arise or when there is not enough coverage and staff to individual ratios need calculated. Responsible to resolve issues and/or make decisions with the master staff schedule to ensure living areas are fully staffed on all shifts. |
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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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