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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00227234 |
Description Activated On: 7/16/2026 8:33:04 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 incumbent in this position performs paraprofessional Human Resource duties as well as provides back-up clerical duties on behalf of the Department of Corrections Human Resource Office, of the supported correctional facilities. |
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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. Serves as the Time Advisor for SCI Houtzdale. Reviews, maintains, inputs, and adjusts SAP data relating to employee attendance, leave, work schedules, and payroll. Provides guidance and training to timekeepers, employees, managers, and supervisors to convey appropriate practices and procedures for timely recording prior to payroll processing. Resolves pay and time related issues as needed by evaluating and analyzing information, time records, documents, policies and contracts in conjunction with personnel records. Audits timekeepers in each department to ensure compliance with Commonwealth policy and procedures on time/attendance. Conducts monthly audits required by central office, and tracks all completed audits at local level for forwarding to central office as requested. Coordinates military leave requests and absences. Provides oversight of timekeepers who monitor leave to ensure it is entered accurately and in accordance with applicable laws and policies. Enters time on Cross Application Time Sheets (CATS) in SAP for all temporary working out of class (TWOC) assignments and maintains a TWOC log. Completes all TWOC reports for central office, and audits SAP CATS reports for accuracy according to DOC policy and union labor agreements. Coordinates the preparation of forms for extraordinary leave requests, such as Approved Absence Without Leave (AO) and Leave Donations. Responsible for the Combined Leave Sellback program for the H-1 bargaining unit on an annual basis and follow associated guidelines/directions for the program. Email Post Audits of time and attendance error reports to timekeepers. Submit timekeeper responses to OA auditor by due date. Completing and submit an STD-377, Report of Maintenance Charge for each employee liable for maintenance charges, verify the proper amount is being deducted in accordance with housing and services used, update maintenance deduction as necessary – via the EPAR system. Serves as a SAP Timekeeper. Reviews, maintains, inputs, and adjusts SAP data relating to employee attendance, leave, work schedules, and payroll. Determines the appropriate pay rules and applies the applicable coding to the hours worked. Researches pay and time related issues in order to determine appropriate resolution. Compiles information and submits E-PARs for separations, TWOC pay, work schedule changes, special pay actions, budget code changes, end/extend probationary periods, etc. Ensures all state property is returned before unlocking employee record upon separation or charges employee for all unreturned property. Assist the HR Analyst and FHRO in maintaining all ACA Human Resources Standards for the purpose of obtaining and maintaining accreditation from the American Correctional Association at SCI Houtzdale and Quehanna Boot Camp. Assist other personnel as requested to complete and maintain their standards. Provides general guidance and training to staff on the SPF/FMLA program and assists employees in gathering and submitting appropriate documentation for Quehanna Boot Camp and assists as back-up for SCI Houtzdale as needed. Collects forms and distributes notifications to employees, supervisors, and managers on SPF/FMLA related absences as required. Retains file on all return-to-work excuses in compliance with Collective Bargaining Agreements and 530.7 Absence Program Manual. Maintains Employee's Official Personnel File by uploading documents through ABLEDOC and certifying documents in SAP. 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. Receive minimal supervision by oral instructions and direction. Work is assigned on a schedule and immediate need basis. This employee is assigned specific areas of responsibilities, set priorities and perform tasks independently within policy, procedures and personnel rules. Work is reviewed through oral discussions, analysis of statistical reports, periodic performance reviews and annual performance reviews. Work requires interpretation of written directives and personnel rules. |
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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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