Title: Program Support Tech (TimeKeeper): Greensville Correctional Center #00030

State Role Title: Admin and Office Spec III

Hiring Range: $38,807.00 - $54,617.00

Pay Band: 3

Agency: Dept of Corr - Central Admin

Location: Greensville Correctional Ctr

Agency Website: www.vadoc.virginia.gov

Recruitment Type: General Public - G

Job Duties

Responds to instructions and feedback of supervisors in a constructive manner in order to improve personal performance.
Ensure 100% accuracy in entering and maintaining leave transactions in the HR database (DOCTime), promptly processing all entries within two business days of receipt.

• Conduct weekly audits to identify and resolve discrepancies, ensuring compliance with state and agency policies, with corrections made within three business days of discovery.
• Maintain complete confidentiality and compliance with all leave-related policies, ensuring adherence to regulatory and procedural guidelines without violations.

Track and update 100% of Short-Term Disability (STD) claims in a timely manner, providing weekly updates to supervisors regarding employee statuses.

• Communicate with the disability insurance carrier within 48 hours of a new claim or issue, ensuring prompt resolution and accurate claim processing.
Use initiative to effectively communicate a wide range of information to managers, supervisors, and employees in a clear, concise, and effective manner.
• Respond timely, yet accurately in a courteous and non-confrontational manner to verbal and written request.
• Be calm, understanding, and sensitive to employee issues ensuring confidentiality is always maintained.

• Process payroll submissions accurately and on time during the Personnel Assistant’s absence, ensuring zero missed deadlines or discrepancies in pay adjustments.

Ensures confidentiality of information (i.e., correspondence, performance evaluations, records, etc.,)
When dealing with problems, use procedures, procedural intent, or the best interests of the institution in determining the appropriate course of action.

• Decisions are to be made which is the most efficient and least costly manner appropriate to deal with the problem or issue.

Minimum Qualifications

Demonstrated ability to research and analyze data in order to reach logical conclusions and prepare routine reports. Demonstrated skill in the use of Microsoft Office to include Word and Excel to accomplish office support requirements. Demonstrated skill in inputting data into an automated database other than Microsoft Office. Ability to prioritize work, meet deadlines and complete tasks in a timely manner. Ability to communicate effectively (both oral and written) with customers, employees, and other individuals to answer questions, disseminate or explain information in a courteous manner. Considerable recent experience providing customer service and administrative support to include word processing, filing and other related duties in a professional office setting. Demonstrated ability to set up and maintain automated and manual filing systems.

Additional Considerations

Knowledge of Department of Corrections (DOC) policies and procedures related to Human Resources. Working knowledge of timekeeping practices. Skill in the use of Outlook, Access, and Publisher. Recent experience providing customer service and administrative support in a professional office setting. Recent experience using office equipment (i.e., computers, printers, copier, and fax machine).

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

If selected as a finalist with the Virginia Department of Corrections (VADOC), candidates can expect the following:

Background Investigation Requirements: All applicants are subject to a background investigation. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks based on the position.

Drug Testing Requirements: Applicants applying to a designated safety sensitive position are subject to a pre-employment drug screen. Marijuana use is prohibited for positions that require possession of a firearm or a Commercial Driver’s License in the performance of official duties such as Corrections Officers, Probation Officers, Tractor Trailer Drivers and others.

Application Requirements: Application and/or résumé for this position are only accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System. All applications should be submitted by 11:55pm on the closing date for the position. Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. The decision to interview an applicant is based solely on the information received for this position from the electronic application and/or résumé.

Layoff Preferences: Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of VA employees only) MUST attach these forms when submitting their state application and/or résumé.

VADOC is an EEO employer and is committed to supporting workforce diversity, equitable opportunities and inclusivity. Reasonable accommodations are available upon request.

VADOC values our Veterans and encourages all to apply and receive preference in the hiring process. AmeriCorps, Peace Corps, and other nation service alumni are also encouraged to apply. Click here for more information: Virginia Values Veterans (V3) Program - Virginia Department of Veterans Services.

Contact Information

Name: Human Resources

Phone: 434-535-7000

Email: EMAILED APPLICATIONS/RÉSUMÉS WILL NOT BE ACCEPTED FOR THIS POSITION

In support of the Commonwealth’s 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 800-552-5019.

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.