Citytime/Leave Analyst

City of New York•New York City, NY

About The Position

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE TITLE OR BE PERMANENT IN A COMPARABLE TITLE. The New York City Department of Probation (DOP) is a world leader in working creatively and effectively engaging with people under court-mandated community supervision. Through innovative partnerships with people and organizations throughout New York City, DOP provides opportunities for those on probation to access services and opportunities that positively impact their life trajectory. Following the best current data on “what works,” staff at DOP engage in meaningful relationships with those on probation to enhance community safety and decrease recidivism. The New York City Department of Probation (DOP) helps build stronger and safer communities by working with and supervising people on probation, fostering positive change in their decision-making and behavior, and expanding opportunities for them to move out of the criminal and juvenile justice systems through meaningful education, employment, health services, family engagement and civic participation. We are located in every borough across the city and provide four core services – pre-sentence investigations, intake, diversion and probation supervision. In summary, DOP ensures that people who enter our system are supervised according to their risk level and receive the support and services they need to abide by the law and be an asset to their communities. The Department of Probation is seeking a highly motivated and detail-oriented Citytime/Leave Analyst to join our team. The Timekeeper plays a crucial role in ensuring the accurate and timely processing of employee time and attendance records, maintaining payroll integrity, and supporting the efficient operation of the department.

Requirements

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATVE ASSOCIATE TITLE OR BE PERMANENT IN A COMPARABLE TITLE.
1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or 2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or 3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; 4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

Review and verify employee time records in the CityTime system, ensuring accuracy and compliance with departmental policies and procedures.
Monitor agency timesheets, identify discrepancies, and take corrective action to adjust and re-approve timesheets as needed.
Approve pay and leave events, create and assign employee schedules, and override existing schedules when necessary.
Process employees' transfer of time between agencies (DP2001).
Prepare and review CityTime and CHRMS reports to ensure data accuracy and completeness
Verify changes in assigned work units, such as leave status, through phone calls and system updates.
Make adjustments to input in the Payroll Management System for paycheck preparation.
Review CityTime reports (e.g., daily Transmitted report, daily Not Transmitted reports, Late Overtime and Leave Approvals report, Leave Without Pay report) to process leave usage and overtime earned.
Verify employee leave balances and process leave without pay as needed.
Review previous day's entries for errors, rejections, or suspensions and take corrective action.
Interact with representatives from other departments (e.g., Personnel Services Operations, Payroll, Worker's Compensation) to process long-term leaves (e.g., Child Care, Medical, FMLA, Worker's Compensation).
Calculate and process manual adjustments using Agency-developed software (e.g., form M-402E).
Prepare supplementary paychecks and process refunds for overpayments or underpayments.
Serve as the primary contact for employees requesting long-term leaves of absence (e.g., medical, FMLA, military, childcare).
Assist employees with troubleshooting long-term leave submissions in the Employee Online Requests System.
Monitor the Leave of Absence Unit mailbox and respond to inquiries.
Update tracking systems and productivity logs.
Conduct research and gather information to support the processing of leave requests.
Prepare memoranda, correspondence, and confidential documents.
Provide guidance to employees and supervisors on the leave of absence process.
Distribute documents, medical information, and supplies to Leave of Absence unit staff.
Contact employees to obtain required documentation for leave requests.
Scan and index confidential documents and leave of absence case files.