Assistant Leave Coordinator
Assistant Leave Coordinator
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Job Description
Title: ASSISTANT LEAVE COORDINATOR
State Role Title:Admin and Office Spec III
Hiring Range: $20.00 - $25.00
Pay Band: 3
Agency: Virginia Department of Health
Location:Dept of Health
Agency Website:
Recruitment Type: General Public - G
Job Duties
The Assistant Leave Coordinator will assist the Leave Team with the Administration/Maintenance of Time Effort and Absence System (TEA) system. Serve as support personnel to:
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.
Work closely with Leave Coordinator to conduct leave audits on a regular basis as preventive measures.
Responds to general questions related to leave system functionality and system issues
Assist all staff to resolve discrepancies of leave balances if needed.
Review and track LWOP notifications and coordinate with the respective HR staff to comply with payroll guidelines
Reviews leave system to ensure annual leave balances are not accrued after 90 days.
Develops a process for leave reconciliation on a regular basis.
May perform other duties as assigned may be required to assist in the event of an emergency declaration.
work closely with Leave Coordinator to resolve issues and report any complex issues in a timely manner as preventive measures
Maintain an updated list of all the Work Unit Leave coordinators for distribution purposes.
Seek general guidance from the Leave and Benefits Manager as needed
Support the Leave Coordinator in Workers Compensation claims submission process
Assist with filing and record keeping of WC files and leave files with electronic filing process in Share Point.
Minimum Qualifications
Clerical office and or administrative skills/experience
Knowledge of basic HR policies related to leave policies and procedures
Experience processing leaves requests and time tracking/keeping
Experience communicating leave information to employees and managers with empathy and clarity.
Excellent time management organizational and follow-up skills to manage a high volume of leave cases
Additional Considerations
Working knowledge of Federal and State leave laws like: FMLA Volunteer/Community Service Leave etc.
Proficiency with any HRIS and MS office products-MS Word Excel PP etc.
Knowledge of Workers Compensation and OSHA guidelines
Experience conducting leave audits
Special Instructions
You will be provided a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to Your Application in your account to check the status of your application for this position.
DH accepts only on-line applications. Faxed mailed or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.
Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Services Child Abuse and Neglect Central Registry check U.S. HHSIG Exclusion List check employment reference check and E-Verify. Other financial credit driving background checks or completion of Statement of Economic Interests may be required for certain positions.
It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture hair type and protective hairstyles such as braids locks and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy childbirth or related medical conditions. VDH employees have a shared Code of Ethics which can be found in the bottom banner of our website: .
If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.
As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!
Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.
Contact Information
Name: Vontrell Hodges
Phone:
Email:
In support of the Commonwealths commitment to inclusion we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS) or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation if applicable to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at .
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1 2022- February 29 2024 can still use that COD as applicable documentation for the Alternative Hiring Process.
Required Experience:
IC
Employment Type
Hourly
