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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00231652 |
Description Activated On: 1/21/2025 1:30:03 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 HR work for the Department of Corrections HR Office to support payroll and time transactions, institutional timekeeping, and other HR related duties. This positions work is aligned with the Department of Corrections State Correctional Institution (SCI) Somerset and Laurel Highlands |
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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. 65% TIME ADVISOR: Ensure that time is accurately entered in SAP and appropriate codes are entered for walk time and OT. Complete OA audits timely and send appropriate documentation back to OA upon completion. Reviews/audits Time Evaluation Message and Time Transfer error reports in SAP for both institutions on a daily basis. Checks the HR Error Reporting tool daily for input errors. Corrects errors as needed. Works closely with timekeepers to answer questions and to ensure proper payroll input according to the Union contracts and Management Directives. Advises Timekeepers on Time and Attendance alerts, issues, changes and corrections. Ensure that the facility timekeepers are accurate coding time in accordance with DOC policy and CBA language. Monitor non-prescheduled absences, prepares notification for Field Human Resource Officer signature and ensure appropriate actions are taken. Conducts Post Audit review of timekeeper entries in SAP each calendar quarter consisting of a minimum of five overtime records on each timekeeper and submits audit form and documentation to Field Human Resource Officer for review. Research payroll problems and respond to employees' questions regarding payroll issues. Process wage advancements as needed. Provide individual counseling to employees to further their understanding of Time and Attendance and leave benefits. Prepares leave profiles upon request when circumstances may warrant extended leave usage entitlements. Review individual employee time records for evidence of abuse or misuse and provide findings to the Field Human Resource Officer. Monitor and input work schedule changes for employees of both institutions. Input miscellaneous Time and Attendance changes and adjustments to earnings and accruals as necessary. Verify leave payouts for input. Assign initial timekeeper number and make changes as needed. Provides information to new DOC employees on Time and Attendance issues, leave usage and basic personnel information. Provide training to new employees who will perform timekeeping duties. Monitor employees' holiday usage. Process holiday carry-over balances from year to year for both institutions. Process holiday buyouts for SCI-Somerset and SCI-Laurel Highlands. Process absence quota corrections as needed. Runs Cumulated Time Evaluation Results reports as needed to assist correcting errors. Prepare quota balance reports for departments as needed and requested for both institutions. Tracks all long-term leave and unpaid absences by individual employee and furnish a status report to the Field Human Resource Officer for each of the institutions on a weekly basis for action and Administrative Staff meetings. Notifies Field Human Resource Officer on Time and Attendance issues and problems. 15% - TRANSACTIONS: Responsible for all human resource transactions to include but not limited to promotion, leave payouts, position reclassifications, new hires and separations including memorandums and documentations associated with the transaction. Calculate cross schedule formulas for promotions/demotions. Creates and submits FAV PARs for employment actions. 10% - TEMPORARY WORKING OUT OF CLASSIFICATION: Monitors all employees on TWOC assignments to ensure extension are granted, if required, at least two weeks prior to the end of their assignment. Ensures proper paperwork is received on requests and extensions for TWOC and an EPAR is submitted and approved prior to commencement of the assignment. Inputs TWOC data into SAP to ensure the timely processing of employee’s higher classification pay. 5% - REPORTING LINES Responsible to submit EPAR to change the reporting relationships of employees. Responsible to monitor span of control roles and apply appropriately. Any questions or discrepancies should be brought to the attention of the Field Human Resource Officer. 5% - OTHER: Uploads required documentation into employee’s EOPF. Verifies documentation was uploaded and certifies the documents in the EOPF. Responsible for issuing annual photo identification cards to staff, volunteers, vendors, contractors and interns as required. Enrolls and troubleshoots enrollment into the IDVS. Conducts Orientation for new employees related to HR topics and forms. Performs other duties as directed by Field Human Resource Officer. ESSENTIAL 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 leave codes and applies contract language, as well as OA rules, to all leave codes entered. Independently audits leave codes entered by the time keeping staff. Independently submits classification and organization ePARS by collecting, verifying and effectively communicating all pertinent aspects of requests. |
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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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