Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00253107

Description Activated On:  11/13/2024 1:39:54 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 facilitates compliance with a variety of human resource programs, primarily involving employee relations. This position also performs various clerical and reporting tasks in support of Field Human Resource Office operations.

This position is part of consolidated Field Human Resource Office 5 which supports two Department of Corrections (DOC) facilities, SCI Houtzdale and SCI Quehanna Bootcamp.

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.

Reviews policies and procedures to address concerns with Employee Performance Review (EPR) and Position Description programs. Maintains and reviews position descriptions, performance standards, and essential functions for SCI Houtzdale to ensure timely completion. Monitors and tracks probationary, interim, and annual EPRs. Ensures position descriptions are updated when performance reviews are due. Generates lists of performance evaluations due each month, and notifies the supervisor, reviewing officer, and Deputy. Follows up to ensure EPRs are completed. Provides guidance and direction to supervisors and managers regarding EPR content standards and timeliness in accordance with policies and procedures. Identifies training needs as needed and notifies the FHRO.

Maintains Official Personnel Files (OPFs). Uploads all documentation and employee information into E-OPFs as required for retention. Purges documents in the e-OPF in accordance with record retention policies.

Records monthly minutes for labor management meetings at SCI Houtzdale – PSCOA, AFSCME, CIVEA, FOSCEP, OPEIU, FOP, SEIU Local 668 and SEIU-HCPA. Records, types and distributes official meeting minutes to appropriate individuals. Assists in processing and logging grievances, obtaining necessary documentation from appropriate departments, and preparing grievance packets. Takes minutes for a variety of meetings including Pre-Disciplinary Conferences.

Serves as the liaison for SCI Houtzdale to the Workers’ Compensation and FMLA Centralized Units. Assists Central Office WC Analyst with obtaining information for claims and determining if Modified Duty is available. Forwards all information received for claims to the Central WC Analyst, communicates any absences the employees took in relation to the injury, and ensures employees are charged appropriate time. Maintains lists of staff on WC, FMLA, and military leave and provides updates to the FHRO and Superintendent on a regular basis.

Generates various reports which may include leave usage, temporary working out of classification errors, seniority information, etc. Creates and modifies Access reports, tables, and queries using IRIS tables and data from other sources. Research data to identify any issues and ensure it meets the needs of the requestor. Works with subject matter experts to resolve any errors or issues in data.

Conducts HR portion of new hire orientation. Serves as High School and College Intern Coordinator by assisting the Central Office Analyst with obtaining necessary paperwork or information needed. Assist with scheduling start dates and orientation for interns.

Performs miscellaneous clerical duties. Schedules monthly deferred compensation representative visits and maintains sign-up lists. Monitors requests coming into HR Resource Accounts and forward requests to appropriate staff members. Provides on-site coordination of the annual Get Healthy event. Assists with stand-alone time clock reporting when needed. Handles phone calls, visitors and employee inquiries. Types memos, reports, letters, as directed by the FHRO and other HR staff. Completes required training each year.

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.

Required to follow policy and procedures as dictated by the Commonwealth of Pennsylvania and the Department of Corrections.

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

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