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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50244108 |
Description Activated On: 4/16/2025 4:26:06 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. Position responsible for timekeeping, leave and OT input, substitutions and accuracy of input to reduce payroll errors. Manages voluntary OT equalization, timekeeping and scheduling support for staff in clinical services department and staff covering direct care operations across three shifts in nursing department. The person in this position is an essential employee. |
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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. Position is responsible for timekeeping duties under the supervision of the clerical supervisor 2. Performs time and attendance duties for hospital staff in nursing and clinical services departments in a 24/7 facility working various schedules within a three-shift operation and covered by AFSCME, SEIU Healthcare and SEIU 668 CBA. Responsibilities include input of time in SAP working from daily department sign-in sheets, review of sheets to ensure all information is accurate, complete and complies with DC TK regulations and policies. Reviews leave slips to ensure all required documentation i.e., medical, military, civil leave, etc. have been submitted and comply with personnel rules and timekeeping policy; in accordance with leave information on Daily Attendance records, ensures leave slips have been submitted or leave has been input and employee's attendance record is up to date. Works with supervisor or employee to ensure complete and accurate record input when sign-in sheets are missing information, leave slip is missing or leave requires supporting comments/documentation for purposes of input; responds to inquiries regarding leave balances. Performs daily input and coding of overtime, shift, wage and time without pay for non-ESS users; verifies information input by ESS users; ensure accurate coding and comments have been documented based on timesheet info. As necessary, makes adjustment/correction to leave records. Upon input, notifies employee informing them the affect adjustment/correction will have on leave quota(s)/pay. Meets system timeframes for inputting leave, work hours, substitutions, etc. to ensure all information is input prior to processing deadline. Maintains knowledge of all BU agreements to ensure pay rules are applied correctly to reduce payroll errors. Works with assigned time advisor in central office TK unit to resolve pay issues, research and provide data/information as requested, generate reports and respond to various inquiries. Enters schedule substitutions on a regular basis when work schedules deviate from regular work/shift hours. Applies knowledge of contract language for timekeeping input for hours worked, overtime pay, use of leave, etc. to ensure accurate input of leave and compensation data. Works closely with FMLA and Work Related Injury coordinators, Employee Relations and central timekeeping unit to ensure timely input of appropriate codes for medical related absences, discipline, etc.; monitors employees’ use of leave and notifies supervisor and appropriate coordinator of suspected leave abuse, exhausting available leave, wrong coding, insufficient leave to cover a recorded absence, report off due to disability leave, etc. Performs manual calculations prior to input that may be necessary for accurate pay. Maintains confidentiality of employee information related to FMLA absences, discipline, etc.; maintains files of required documents including leave slips, medical documentation, daily sign in sheets, etc.; reviews Overtime Occurrence reports with compensatory leave and paid overtime for accuracy. May prepare letters/notices/forms, etc. and correspondence in draft or final as requested. Proofreads all correspondence to insure information is grammatically correct/accurate. Assist nursing to ensure sufficient staffing coverage on all units through review of staffing sheets, identify vacancies, determine need for additional staffing based on reported acuity and scheduled appointments; follows process to fill scheduling holes contacting employees for OT opportunities, etc. Manage process for voluntary overtime equalization following contract language and maintaining records to show proper compliance and OT credits for each employee. Tracks OT hours worked, employee decline of OT, etc. to respond to grievances, inquires related to proper VOT credit. Post available overtime opportunities for known vacancies at appropriate intervals, collects requests from employees seeking opportunity for overtime, determines eligibility based on need and established contracts. Notifies selected employees of approval of overtime and documents selections on daily schedules. Maintain overtime log with individual overtime sign in/sign out records. Reports any discrepancies to the applicable division chief. Work closely with central office time advisor to correct errors or update information in response to audit reports, exception reports for OT thresholds, report status of employees, update OT information to remain in compliance with Act 2017-5 (pension reform), etc. Monitor error reports, correct errors in compliance with payroll processing deadlines. Notify central office time advisor of holiday and compensatory time payouts following contract language and when an employee separates. Works overtime as necessary. Performs other related duties as assigned. |
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. works independently to complete daily timekeeping functions following contract language. Works with supervisor on more complex issues. |
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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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