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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00145087 |
Description Activated On: 3/18/2026 4:24:36 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. This position performs a wide variety of office support duties and human resource program support duties. Primary functions include serving as the agency time advisor; coordinating the agency supplementary employment and employee performance review (EPR) programs; performing Official Personnel File (OPF) maintenance duties; preparing a wide variety of correspondence; maintaining tracking logs; and preparing ad hoc reports. This position also serves as a first point of contact for internal and external customers by greeting and assisting visitors, answering the main HR telephone line and email resource account, and responding to wide variety of requests for information regarding HR processes and procedures. |
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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 AND TRANSACTIONS Serves as the agency Time Advisor and is responsible for time administration and transactions for SERS. Administers the agency Absence Program in accordance with applicable laws, Commonwealth policies, and the collective bargaining agreement. Provides time and attendance policy and procedure guidance to supervisors and employees, as well as other HR Office staff. In instances of possible leave abuse or misuse, coordinates with the Employee Relations Coordinator on appropriate action. Researches, analyzes, and resolves time and attendance issues. Reviews error and time evaluation reports. Performs or requests time evaluation and time transfer processing, and opens enterprise help tickets for errors of unusual complexity or that require processing prior to the earliest RA date. Researches and resolves errors identified through Payroll Operations audits and conducts periodic agency leave audits. Notifies employees of anticipated overpayments and underpayments and provides explanation. Works with supervisors and employees to fix incorrectly coded absences and attendances. Completes time transactions for incoming and outgoing employees. Reconciles leave for transfers. Verifies, calculates, and processes leave credit for prior service. Manually adjusts quotas. Ensures leave records are accurate and issues resolved prior to an employee separating. Unlocks leave payouts. Calculate leave payout estimates. Completes beginning-of-year and end-of-year time processes. Generates and distributes agency seniority reports and furlough lists. Performs furlough seniority credit adjustments for individuals with qualifying military leave service. Monitors leave-without-pay usage. Notifies Employee Relations Coordinator of all tardy (T) and absence without leave (AW) absence entries. Performs PA40 transactions during periods of long-term leave without pay. Prepares associated notification letters regarding changes in benefits status, as necessary. Codes and monitors Temporary Work Out-of-Class (TWOC) assignments. Reviews and processes work schedule change requests. Runs time-related reports (e.g., overtime, annuitant workdays, absences, excess holiday quota, etc.). Provides guidance on timesheet entry and approval. Ensures that paid office closings are logged and appropriate POC absence code is entered for employees working overtime during the pay period. Develops, updates, and maintains the Time Advisor desk manual and any other agency time-related processes and policies. Provides time-related training, as needed. Serves as an agency liaison to the OA Family and Medical Leave Act (FMLA) Specialist assigned to SERS. Assists employees with pay statement questions and researches and coordinates corrections to payroll errors. Processes a variety of transactions in SAP that do not require centralized processing by the HR Service Center (e.g., reporting relationship/supervisory changes, vacancy reclassifications, etc.) Monitors the Personnel Action Request (PAR) account for transaction requests impacting areas of responsibility and processes when appropriate. Prepares, submits, or requests reopening of PARs by the HR Service Center when required. Verifies the accuracy of transactions completed by the HR Service Center. Ensures separation actions are completed in a timely manner (e.g., email notices, PAR, SARALite, notice to web team, etc.). Submits transaction requests to appoint and separate contractors. Queries data and prepares ad hoc IRIS and SAP reports. Requests reports from enterprise team via ServiceNow ticket when necessary. EMPLOYEE PERFORMANCE REVIEW PROGRAM COORDINATION Coordinates the Employee Performance Review (EPR) program for SERS and ensures agency compliance with Commonwealth performance evaluation policy. Tracks and records due dates and submissions of all probationary, annual, and interim performance reviews. Prepares and distributes EPR notifications and reminders to supervisors and managers whose employees are due for an EPR. Monitors deadlines and takes proactive measures to ensure that performance reviews are properly completed in a timely manner. Reviews EPR content for appropriateness and compliance with policy. Informs Training Officer of EPR opportunity for development comments, as appropriate. Informs rater/reviewer when possible EPR errors or impermissible content is noted and recommends corrective measures. Provides guidance and instruction on the Employee Performance Review program to supervisors and managers. Ensures that employee-requested EPR discussions with the reviewing officer occur within the required timeframe. Advises supervisors of employees’ right to union representation at any EPR discussions following the initial EPR meeting with the supervisor. Receives, reviews, and uploads electronic files of employee performance standards to employee Official Personnel Files (OPFs). Takes measures to ensure that all agency employees receive written performance standards, consistent with Commonwealth policy. Identifies performance/behavioral issues noted on EPRs that may require remedial action, and informs Employee Relations Coordinator. Prepares notification letters to employees moving from probationary to regular civil service status, and initiates ePARs for the HR Service Center to transact the status change. Prepares reports on EPR timeliness/completion compliance upon request, and keeps supervisor apprised of instances of noncompliance. OTHER DUTIES Assists with separation actions (e.g., email notices and supervisor checklists, SARALite, notice to web team, etc.). Serves as first point of contact for HR Office and performs reception functions. Greets customers and provides customer service. Monitors the primary HR Office telephone line and responds to telephone calls and messages. Redirects misdirected calls to appropriate parties whenever possible. Opens, date stamps, reviews, sorts, and distributes incoming mail for the HR team. Reroutes misdirected mail as appropriate. Coordinates the appropriate retention and disposition of personnel records electronically housed in employee OPFs. Maintains working knowledge of the appropriate retention and disposition schedules of personnel records. Prepares, uploads, and certifies a variety of electronic records to employee OPFs. Purges records when required. Assembles and distributes new employee Welcome Folders. Ensures that Welcome Folders are distributed in time for employee start dates, and maintains supply of folders and contents. Updates folder contents as necessary. Provides guidance and assistance to supervisors on the use of the supervisor onboarding checklist. Maintains working knowledge of procedures and processes required for onboarding new employees and transferred employees. Monitors the SERS HR email account for notices and follows up accordingly. Also responds to miscellaneous inquiries submitted to the account or forwards message to appropriate HR staff member for response. Prepares outgoing background check paperwork to be mailed to new hires and transfers to SERS. Monitors return of paperwork and submits to HR Director for processing when received. Updates tracking logs and personnel action checklist accordingly. Serves as agency’s Supplementary Employment Coordinator. Advises employees and supervisors on supplemental employment request procedures and policy. Monitors and tracks requests and logs approvals. Updates supplemental employment log when employee discontinues supplemental employment or separates from SERS employment. Assists Workers’ Compensation Coordinator with ensuring panel provider updates are communicated and posted in all SERS locations. Assists with ensuring mandatory workplace postings are kept up-to-date, both onsite and online. Assists other members of the HR Office as needed with other HR functional areas, including employee relations, classification, and staffing. Assists Staffing analyst(s) with Official Personnel Folder (OPF) checks and SERS org chart photo updates. Assists in the development and presentation of agency trainings on topics related to areas of responsibility. Assists with arrangements for lunch-and-learn sessions. Assists with various SECA-related activities as needed. Maintains and orders supplies. Maintains equipment and schedules maintenance/service. Serves as HR floor warden for evacuation purposes. Completes special projects as required. Performs other, related duties as required. *This position is authorized for part-time telework (i.e., hybrid telework schedule). Specific tasks may necessitate onsite presence at headquarters or other locations. |
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 in this position initiates measures to prevent and resolve time coding errors and to ensure agency compliance with Commonwealth policies concerning employee performance reviews, OPF maintenance, and supplemental employment requests. Work is governed by existing policies, procedures, management directives, manuals, union contracts, and laws. Position responsibilities necessitate sound judgment and problem-solving skills. The incumbent must apply initiative to learn and seek out information and answers to work problems. The incumbent seeks supervisory guidance for problems of unusual complexity. |
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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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