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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50300568 |
Description Activated On: 7/12/2024 3:02:30 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. Serves as 1 of 7 agency FMLA Coordinators, has sole responsibility for the administration of the FMLA Program for assigned areas. Serves as an agency Coordinator for other Leave Programs including: Additional Sick Family Leave, Leave Donation Program, Military Leave program and the non-work-related modified duty program. |
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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. FMLA: Responsible for timely approval/disapproval of all FMLA/LWOP requests for assigned area. Independently analyzes Serious Health Condition Certification forms and other medical documentation to determine qualification for FMLA absence. Must use independent judgment to determine if there is enough information to approve or deny FMLA/LWOP absence or if additional information is required before a decision can be made. Utilizes FMLA workbench in SAP to determine eligibility and monitor entitlement. Monitors when three month entitlement of FMLA will end and ELWOP must begin. Once employee begins LWOP absence, determines if it's appropriate to move the employee out of their position. If so, prepares reassignment sheet and notifies the employee's supervisor when it is ok to fill their position. Prepares all notification letters and notices and signs all letters and notices other than report or resign letters and ACA related letters. Monitors store reporting and SAP to ensure proper leave payments. Monitors due dates and requests updated documentation as required. Prepares 1020 memo for the Division Chief's approval when a case gets to the point where employee has not responded to requests for documentation and remains out of work. This entails compiling a detailed synopsis of the case and making recommendation for Board removal. Assists Labor Relations staff with unemployment hearings by providing medical documentation and testifying at unemployment hearings as needed. Investigates suspicious medicals including those with altered dates by contacting the health care provider to verify authenticity. Independently prepares report of findings for the Division Chief's review. Works with Labor Relations on verified altered documentation. Compiles case information for Department of Labor investigations. SAP/LWOP ACTIONS: As Time Advisor is responsible for all LWOP activity related to FMLA or military absences for assigned areas. Responsible for completing all Begin and Return Actions (PA40), absence quotas (IT2006), quota corrections (IT2013), recurring payments (IT 0014), long-term absences (IT2001) and substitutions (IT2003) activity in SAP. Interface Error Report must be reviewed weekly. This involves researching leave errors and determining correct coding for SAP and for the store's reporting. Corrects SAP to ensure proper coding for payroll processing. Ensures store employee absences are correctly entered on the CAT2 time sheet. Prepares store corrections and sends to district managers for completion on as needed basis. Checks workflow daily for administrative employees FMLA leave/unpaid leave requests. Approves or disapproves based on FMLA eligibility/entitlement and frequency/duration approval. LEAVE DONATION PROGRAM: Reviews leave donation requests by applying appropriate guidelines, ensuring the required documentation is received from the employee, makes preliminary assessment of eligibility for leave donation for supervisor's review before sending to OA for approval. Once approved, requests and applies leave donations as specified in leave donation guidelines. Monitors usage and prepares notification letter to employee. ADDITIONAL SICK FAMILY LEAVE: Advises managers/supervisors and employees of the necessary documentation required to determine leave used during the threshold for entitlement period, and final eligibility for the benefit. Receives additional sick family leave requests for assigned area. Performs analysis to determine eligibility. Following analysis, prepares recommendation and approval/disapproval correspondence. Ensures absence is charged appropriately and monitors usage. MODIFIED DUTY PROGRAM: Handles all requests for modified duty for assigned area not related to the workers’ compensation program. This entails evaluating medical documentation to determine restrictions and consulting with managers and supervisors and the employee, working to bring employee back to work. Completes notification letters and monitors end dates to ensure employee does not get more than the maximum modified duty entitlement. Makes determination if a case meets the criteria for an extension of up to 90 days. Monitors and maintains joint database that is shared with the worker's comp unit. MILITARY LEAVE PROGRAM: Processes requests for military leave while adhering to policies and procedures for administration of leave. This includes analyzing orders and other military documentation to determine paid leave, benefits and stipends, if applicable. Performs all necessary actions in SAP for leave without pay, calculates stipends and enters all absences. Prepares notification letters to employees and requests required documentation. Monitors end dates. This position demands a broad and thorough knowledge in all aspects of the unit’s responsibilities. The incumbent’s expertise is relied upon for problem solving and judgmental decision-making in all areas within the assigned unit. The incumbent must analyze Human Resource histories, payroll records, time and attendance histories, etc., in order to resolve individual case problems. Applies policy and procedures on leave abuse/misuse and guidelines thereof. Directs professional guidance to agency managers/supervisors and employees in these problem areas. Reviews prepared policies and procedures to carry out agency leave administration/management and time and attendance programs. Provides daily support to assure that employees, managers/supervisors and timekeepers are aware of their responsibilities. Meets with employees to resolve complaints and takes or recommends action to respond to grievances, suspensions, arbitration awards, judges’ awards, etc. Consults with the Bureau of Commonwealth Payroll Operations and the agency’s Labor Relations Division to resolve disputes over the interpretation of various labor agreements and memoranda of understanding. Designs required training curriculum based on findings generated by reports or by observation of needs and delivers training to agency employees as required. Training is provided to managers, supervisors, time advisors and timekeepers. Prepares, analyzes and takes action pertaining to reports to monitor the FMLA and other designated programs of responsibility including the FMLA Tracking Report, Unlinked Absence Report, Time Transfer Errors and Monthly Status Report. Responsible to ensure medical documentation is received for absences of three days or greater for assigned area and also that sick family absences adhere to contract/personnel rules regarding appropriate family member relationship. Analyzes and interprets all medical documentation received including Serious Health Condition Certification forms, Physician’s Modified Duty Availability Certificates and other medical documentation. Assists with ensuring proper coding of absences for employees on sick leave restriction and who also have an FMLA case by conferring with supervisors and the HR assistant monitoring the sick leave restriction program. Assists with training of co-workers. Prepares excel spreadsheets in order to track statistical data and compute end dates such as benefits entitlement. Job requires extensive knowledge and understanding of basic mathematic principles to accurately reconcile manual and automated leave records and to prepare statistical information. Prepares correspondence as required by position. Performs other related duties as required. |
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. To perform duties mentioned above, the incumbent is required to analyze, evaluate, interpret and apply policies, procedures, and labor agreements. Decisions relate to knowledge learned, processes used and information gathered from analyzing situations. Results from individual knowledge, research methods used and audit information gathered are used in order to make appropriate decisions. |
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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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