Administrative Asst III

Health & Human Services Comm - Austin, TX3.5

30+ days ago
Serves as the Time Administrator for HHSC Facilities. Provides support to managers relating to time, labor and leave processes. Work involves coordination and assistance to facility managers and staff they supervise by entering leave requests on a consolidated timesheet, entering and approving overtime/compensatory time for accrual and payment purposes, and researching and correcting history of time and leave entries to correct exceptions for managers as needed. Ensures payroll deadlines are met and pay impacting transactions are correct. Runs time and labor reports and reconciles discrepancies in accordance with agency policy to ensure all known transactions are entered to meet payroll deadlines. Develops training material based on guidance from the HHS Time Labor and Leave office and provides training to employees and managers on CAPPS processes in accordance with agency policies. May assist in new hire orientation regarding timekeeping processes. Maintains communication with HHS Employee Service Center Time Labor and Leave staff, HHS Time Labor and Leave staff, and HHS HR staff and acts as a liaison for employees and managers on time and leave issues. Performs other duties as needed and assigned to support the time administration process at the facility. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with leave policy. (25%) Provides procedural support to managers on time and leave processes. Analyzes reports, logs or forms; researches 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. (25%) 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), Leave Without Pay (LWOP) and Leave of Absence (LOA) and all time reporting code transactions. Duties may include: o Counseling employees and managers regarding FMLA, ESL, SLP, EDSL, LWOP and LOA o Sending documents to HR o Sending ESL and SLP request documents to Payroll, Time, Labor and Leave o Tracking employees on FMLA, ESL, SLP, EDSL, LWOP or LOA o Following up with managers who are not following policy regarding LWOP/LOA o Run weekly LWOP/LOA reports to check for policy compliance Enters time and leave data, conducts inquiries, and processes overtime/compensatory time for accrual and payment purposes using the consolidated timesheet. Collects and organizes leave requests and ensures reconciliation with schedule and managers. (20%) Enters leave taken and hours worked for staff from sign-in sheets and/or HR0501’s. Enters FLSA overtime & comptime payments for employees in accordance with the payroll processing calendar. Identifies and reports system issuess and prepares management reports for facility leaderships, analyzes information to keep facility management and HHS TLL informed, and responds to questions. (15%) 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. (10%) Audits facility employees who have worked for eighteen hours or more in a single shift in the previous month. Audits facility employees who have claimed eight hours on a state holiday and additional hours worked. Audits a list of facility employees who have claimed eight hours or more on two separate rows for a single date. Performs time keeping audits as needed. (5%) Provides training to facility employees on time and leave processes, including use of the consolidated time sheet. May present time keeping policies and procedures at each facility New Employee Orientation (NEO) class.

Knowledge Skills Abilities:
List of knowledge, skills and abilities critical to performance in this position: Knowledge of: CAPPS Time & Leave. HHS policies and procedures relating to time and leave. Microsoft Word, Microsoft Excel and internet explorer. Skilled in customer service. Data entry. Ability to problem solve, value, promote, and manage diversity. Maintain confidentiality. Explain policies and procedures to staff and the public. Communicate clearly and concisely, both verbally and in writing. Prioritize tasks, schedule tasks, and pay attention to details. Meet deadlines. Compose correspondence, work independently and to assume a variety of responsibilities.

Registration or Licensure Requirements:
List of licensure, certification, or registration required to perform job: NA

Initial Selection 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 and/or data entry.

Additional Information:
All applicants must pass: pre-employment drug screen, fingerprint criminal background check, Client Abuse/Neglect Reporting System (CANRS), Employee Misconduct Registry and Nurse/Aide Registry checks. Males between the ages of 18 – 25 must be registered with the Selective Service. Travel and flexibility in hours may be required, including occasional overtime. Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at Req #390818

MOS Code:
42A, YN, 0111, 3A1X1
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.