Human Resource Assistant

Virginia Information Technologies Agency • Richmond, VA

3d • $21 - $24 • Onsite

About The Position

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 operating as a liaison for VDH HR and VSDP TPA, disseminating relevant notices to appropriate staff and vendors, and keying information into internal and external HR systems (TEA, Cardinal, etc.). The role ensures all employees in offices and districts properly key hours worked and leave used into applicable leave system(s) in accordance with DOA and DHRM policies and procedures. This includes ensuring offices and districts perform appropriate timesheet/leave corrections and guiding them accordingly. The position generates and analyzes weekly TEA reports, providing information to facilitate necessary corrections. It also performs regular leave audits as preventive measures and conducts exceptional and additional internal audits as requested. The role responds to general questions about the Leave system, functionality, and procedures, and assists staff to resolve discrepancies in leave balances. Additionally, it reviews and tracks LWOP, coordinates with payroll for processing, and ensures annual leave balances are not accrued after 90 days of leave of absence. A process for regular leave reconciliation will be developed, and new HR personnel will be trained on leave administration and maintenance functionality. The position maintains a list of all Work Unit Leave coordinators for distribution purposes. The incumbent receives general guidance from the supervisor or the Benefits/Leave Team Unit and works independently to resolve issues, reporting complex issues in a timely manner.

Requirements

• 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.

Nice To Haves

• Experience administering FMLA, Short Term Disability, etc.
• Demonstrated experience conducting training.
• Experience processing and maintaining workers compensation requests and claims.

Responsibilities

• Assist the Sr. Leave Coordinator with Leave Administration/Maintenance of the Time, Effort and Absence (TEA) system, specific to VSDP-STD, FMLA, Parental Leave, and other non-standard leaves of absence.
• Operate as liaison for VDH HR and VSDP TPA, disseminating relevant notices to appropriate staff and vendors.
• Key information into internal and external HR systems (TEA, Cardinal, etc.).
• Ensure all employees in offices and districts properly key hours worked and leave used into applicable leave system(s) in accordance with DOA and DHRM policies and procedures.
• Ensure 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.
• Perform leave audits on a regular basis as preventive measures.
• Conduct exceptional and additional internal audits as requested and needed by districts/offices and or management.
• Respond 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 coordinate with payroll for processing.
• Review leave system to ensure annual leave balances are not accrued after 90 days leave of absence.
• Develop 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.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed