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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00145003 |
Description Activated On: 2/24/2026 11:38:36 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. This position performs Human Resource work for the Department of Corrections Human Resource Office to support pay and time transactions, institutional timekeeping, SEAP/Family Medical Leave Act, and other HR related duties. This position’s work is aligned with PA State Correctional Institutions (SCIs) Albion (ALB) and assists with SCI Mercer (MER) and Cambridge Springs (CBS) as needed. This position is physically seated at SCI ALB. |
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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 ADVISING: Oversees timekeeping duties for H1 staff at SCI ALB. Ensures time is accurately and consistently entered in SAP and appropriate codes are entered for walk time, overtime (voluntary and mandatory). Completes Time Advising duties for SCIs CBS and MER as needed. Ensures that SCIs are compliant with their respective side agreements with PSCOA (i.e. switches, military, etc.) Provides guidance to facility timekeepers for staff outside of the H1 units. Remains familiar with all contracts related to pay for AFSCME, PSCOA, SEIU 668, SEIU HC, OPEIU, FOSCEP, PDA, etc. Ensures that facility timekeepers are accurately coding time in accordance with DOC policy and CBA language. Completes OA post audits timely for ALB (back-up for CBS and MER) and sends appropriate documentation back to OA upon completion. Completes the mandatory quarterly audits for OA related to OT and ensures facilities are compliant with time keeping rules and policies. Offers guidance to supervisors and managers on appropriate leave codes. Ensures employees are mapped to appropriate Supervisor in order for leave, overtime, etc. to be processed correctly via ESS. TEMPORARY WORKING OUT OF CLASS (TWOC): Tracks and enters TWOC for SCI Albion. Enters Service Now requests for TWOC in accordance with DOC policy. Enters higher-class entries into SAP to ensure appropriate pay actions. Ensures that managers/supervisors are following SCSC rules and BTA rules related to position classifications. Ensures that timelines are followed for TWOC within the PSCOA CBA (no more than 6 months TWOC outside of the bargaining unit without obtaining union approval). EPARS and SPECIAL PAY ACTIONS: Audits and resolves special pay actions for staff that may not have received appropriate increments or longevity steps. Follows and understands rules related to the Commonwealth Pay Scales (ST, CO, CM, CS, ED, etc.) Reviews executive board resolutions related to pay scale increases and explains pay scale rules to staff and managers. Initiates special pay PARS related to union settlements and/or disciplinary actions. EMPLOYEE BENEFITS, STATE EMPLOYEE ASSISTANCE PROGRAM (SEAP), & FAMILY MEDICAL LEAVE ACTION (FMLA) Assists employees in finding information through the HRSC as well as ESS related to their benefits. Provides guidance to employees and supervisors on SEAP processes and procedures. Ensures that SEAP documentation and absences are properly coded in SAP. Ensures that staff are aware of their FMLA entitlement and paperwork is sent from OA to staff that may need FMLA absences. Ensures FMLA absences are appropriately entered and works with OA for coordination of FMLA benefits. Performs other related duties as assigned. Essential Job Functions: 1. Effectively communicate verbally and in writing 2. Review and interpret information 3. Operate basic office equipment 4. Establish and maintain effective working relationships 5. Supervise and evaluate the work of subordinate staff (if applicable) 6. Maintain regular and reliable attendance 7. Attend and participate in all mandatory training and/or testing 8. Work overtime as required 9. Travel as required 10. Be mobile over all types of physical surfaces and levels (in an institutional setting) 11. Be visually observant of environment (in an institutional setting) 12. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) [in an institutional setting]. |
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 monitors overtime and leave codes and applies contract language as well as OA rules to all leave codes and overtime entered. Independently audits leave codes and overtime entered by timekeeping staff. Independently submits special pay and grievance settlement E-PARs by collecting, verifying, and effectively communicating all pertinent aspects of requests. The employee may go to the supervisor or central office time and attendance unit for new or unique situations which may require a higher-level of consideration. |
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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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