Human Resource Assistant

Title: Human Resource Assistant

State Role Title: Admin and Office Spec III

Hiring Range: $20.60 - $24.38

Pay Band: 3

Agency: Virginia Department of Health

Location: VDH-Central Office

Agency Website: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

The incumbent will Assist the Sr. Leave Coordinator with Leave Administration/Maintenance of the Time, Effort and Absence (TEA) system. This program area is specific to leave(s) related to VSDP-STD, FMLA, Parental Leave, and other non-standard leaves of absence. Other duties include:

• Operate as liaison for VDH HR and VSDP TPA. Disseminate relevant notices
to appropriate staff and vendors.
• Key information into internal and external HR systems (TEA, Cardinal, ext)
• Ensure all employees in the offices and districts properly key hours worked and
leave used into applicable leave system (s) in accordance with DOA and DHRM
policies and procedures.
• Ensures offices and districts perform appropriate timesheet /leave corrections
and guide them accordingly.
• Generate and analyze weekly TEA reports and provide information to offices
and districts to facilitate necessary corrections.
• Performs leave audits on a regular basis as preventive measures.
• Conducts exceptional and additional internal audits as requested and needed by
districts/offices and or management.
• Responds to general questions about Leave system, functionality, and
procedures.
• Assist all staff to resolve discrepancies of leave balances if needed.
• Review and track LWOP and coordinates with payroll for processing
• Reviews leave system to ensure annual leave balances are not accrued after 90
days leave of absence.
• Develops a process for leave reconciliation on a regular basis.
• Assist to train new HR personnel with leave administration and maintenance
functionality.
• Maintain the list of all the Work Unit Leave coordinators for distribution
purposes.
• Receive general guidance from the supervisor and or the Benefits/Leave Team
Unit
• Work independently to resolve issues and report any complex issues in a timely
manner.

Wage employees are subject to the following conditions of employment:
• Wage employees serve at the will and pleasure of the appointing authority.
• Continuing employment is based on available funding and business need.
• Wage employees are not covered by the provisions of the Virginia Personnel Act. Therefore, they are not eligible for benefits which are provided to salaried employees, such as leave credits, holiday pay, insurance, access to the grievance procedure, etc.
• Wage employees are paid only for the hours they actually work.
• Virginia state law currently requires that agencies not permit wage employees to work in excess of 29 hours per week on average over the course of a year. Wage employees may not work for VDH beyond 1,500 hours during the period of May 1 – April 30 of the following year (the Standard Measurement Period).
• Once a wage employee works the maximum of 1,500 hours during the Standard Measurement Period, the employee may be rehired as a wage employee of VDH only after the next Standard Measurement Period has begun.
• Wage employees are eligible to apply for all classified positions for which recruitment has been initiated, including those limited to State Employees Only.
• If a wage employee becomes employed in a classified position, he/she will be eligible to purchase retirement credit for the time worked as a wage employee.
• Continuing employment is based on available funding and business need.

Minimum Qualifications

• General knowledge of human resource programs, regulations and
guidelines;
• Demonstrated experience applying applicable HR policies and procedures;
maintain confidentiality,
• Demonstrated ability to prepare, process, track and file personnel records
• Demonstrated Knowledge of leave benefits, managing competing priorities and meeting
deadlines.
• Demonstrated knowledge of HRIS
• Experience with leave administration and employee time tracking/keeping
• Experience coordinating and auditing reports and making
edits/corrections
• Experience working with and/or between varying departments, offices, or
districts within an organization

Additional Considerations

• Experience administering FMLA, Short Term Disabil