Time Administrator

Essential Job Functions

• Attends work on a regular and predictable schedule in accordance with leave policy.
• Provides procedural support to managers on time and leave processes. Analyzes reports, logs or forms; researches payroll discrepancies and corrects data or information. Communicates on an intermediate level with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
• Enters leave taken and hours worked for staff from sign-in sheets and/or HR0501’s on an as needed basis to provide back up support to other State Hospitals and State Supported Living Center. Enters FLSA overtime & comp time payments for employees in accordance with the payroll processing calendar. Identifies and reports system issues and prepares management reports for facility leaderships, analyzes information to keep facility management and HHS PTLL informed, and responds to questions. Queries data regarding hours worked to ensure compliance according to HSCS policies.
• Provides customer service to facility employees and management. Assists with the administration of Family Medical Leave (FMLA), Extended Sick Leave (ESL), Sick Leave Pool (SLP), Employee Donated Sick Leave (EDSL), Family Leave Pool (FLP), Leave Without Pay (LWOP) and Leave of Absence (LOA) and all-time reporting code transactions.
• Affords customer service to facility employees and management. Assists with the administration of Family Medical Leave (FMLA), Extended Sick Leave (ESL), Sick Leave Pool (SLP), Employee Donated Sick Leave (EDSL), Family Leave Pool (FLP), Leave Without Pay (LWOP) and Leave of Absence (LOA) and all-time reporting code transactions.
• Assists with development of training materials and provides training to facility employees on time and leave processes, including use of the consolidated time sheet. Presents time keeping policies and procedures at each facility New Employee Orientation (NEO) class. Responsible for providing maintenance training as needed. Identifies areas/challenges where additional support and training is needed.
• Tracks on-call time for staff on a spreadsheet as needed and enters it into CAPPS when the leave is used. Monitors facilities use of Emergency leave and provides data to facility leadership. Monitors facilities use of unpaid leave and provides data to facility leadership to ensure employees are not on leave without pay (or are on a leave of absence) beyond three months. Audits leave records and may maintain employee file with monthly time reports and other supporting documentation as needed for employees suspected of abusing leave.

Knowledge, Skills and Abilities (KSAs)

• Knowledge of: Identify and mitigate possible challenges relating to time and leave. HHS policies and procedures relating to time and leave. Explain policies and procedures to staff and the public.
• Skill in: Microsoft Word, Microsoft Excel, Internet Browsers. Skilled in Customer service. Data Entry skills. Prioritize tasks, schedule tasks, and pay attention to details.

Initial Screening Criteria

• Experience in state government is preferred.
• Experience working in a customer service environment preferred.
• Experience coordinating work between organizational units is preferred.
• Experience using a personal computer for inquiry or data entry.