Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 50262654	Description Activated On: 4/9/2026 3:01:36 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.

Position assigned to HR Field Operations division within the Human Services HR Office. Position is responsible to support multiple human resource functions for Warren State Hospital a 24/7 mental health facility under Office of Mental and Substance Abuse Services (OMHSAS).

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.

This professional position functions within the OA Human Resource organization and is assigned to the on‑site Human Resource Office at Warren State Hospital. The employee performs analytical human resource work with a primary focus on employee relations and hiring for a 24/7 facility with a complement of approximately 375 salaried employees. Work is performed independently and reviewed for adherence to HR program policies, labor agreements, and operational guidelines.

Position reports to the Field Human Resource Officer 2 (FHRO), who assigns and reviews work products and provides direction on complex matters.

•Manage the disciplinary process for time and attendance issues; review, evaluate and investigate each incident and make recommendations for processing and corrective action. Develop PDC charges in accordance with DHS Discipline Manual and policies for controlling absenteeism. Recommend appropriate discipline level to management based on evidence, information gathered at PDC, past discipline history, etc. Provide technical guidance to supervisors as explanation of appropriate discipline, guidance for future incidents, etc.; may serve as back-up to the ERC for other discipline infractions.

•Discipline Tracking and Analysis: Maintains comprehensive tracking of employee discipline to support consistent application of progressive discipline for future infractions. Uses tracking data and contract references to determine appropriate next disciplinary steps. Maintains GFTS database.

•Manage employee performance review (EPR) process; maintain a monthly log and send notices to raters when ratings are due. Monitor timely receipt of completed ratings, competencies, and standards for compliance with CMS and DOH regulations. Reviews completed ratings for completeness and technical accuracy; ensure documents are current and electronic file follows proper file naming convention. In the event of errors, omissions, conflicting information, or overdue ratings, contact the rater and attempt to resolve the issue.

•Monitor probationary periods to ensure ratings are completed timely and in accordance with Civil Service and union contract required time frames; prepare monthly timeliness report for the hospital. With input from ERC, make recommendations for requests to extend probation periods, etc.

•Manage annuitant process to hire retired employees to temporary position. Maintain communication with employee to validate annuitant pay level, request approval for higher levels, ensure wage position is available and appropriately classified, work with intake to open internal posting and ensure employee completes application process.

•With input from ERC coordinate/schedule labor management meetings, communicate with unions and local management staff; attend meetings, take minutes, prepare draft for review, edit and distribute final minutes to all parties; take minutes for other HR meetings as assigned.

•Provide support to analyst for hiring process and job fairs; as needed, may provide technical guidance to local supervisors regarding posting requirements and other areas of the hiring process.

•As assigned, may assist with contact to candidate for conditional and/or official job offers, gather information from candidate to complete internal clearances, input EPAR actions.

•Work with hiring department to gather interview dates/times to submit to TMD for self-scheduling.

•Work with new employees to complete pre-employment paperwork; coordinate scheduling/completion of all internal clearances i.e., physical, drug screen, etc. for new hires.

•Upload applicable recruitment/new hire documents into electronic Official Personnel File (eOPF)

•Submit various SN tickets as part of HR support for facility operations to include roles changes, request for approval of TWOC, CAR-A for annuitant approval, etc.; submit various EPAR actions for completion of transactions.

•Ensure all human resource actions are handled in compliance with state, federal, and departmental regulations and procedures. Maintain up-to-date knowledge of all management directives, administrative bulletin, human resource regulations, state and federal laws affecting personnel actions.

•As assigned, attend meetings/training sponsored by DHS, Employee Relations, etc. for policy updates or new program information.

Performs other 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.

Decisions are made independently in various components of Employee Relations and the hiring process. The employee responds to routine inquiries after thoroughly researching the issue and works with the HR Director on complex issues that require additional input.

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.   N/A

5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Comprehend and interpret HR policies, procedures, bulletins, Labor Contracts, and the Discipline Manual.
2.	Maintain knowledge of TMD hiring processes including updates and requirements.
3.	Understand, interpret, and follow complex verbal and written instruction.
4.	Communicate effectively and express ideas clearly, both orally and in writing, with coworkers, staff, and the public.
5.	Gather, review, and evaluate pertinent information via telephone, email, meetings.
6.	Interact objectively and with sensitivity to employees and management in stressful or difficult situations.
7.	Maintain good working relationships will all levels of the operation and general public.
8.	Use computer applications to generate correspondence and reports.
9.	Organize data in a clear and concise manner.
10.