Title: Human Resources Shared Services Supervisor

State Role Title: Gen Admin Supv II/Coord II

Hiring Range: $70,898 – $115,210

Pay Band: 5

Agency: VA Dept of Transportation

Location: Old Hwy. Building

Agency Website: https://www.virginiadot.org/jobs

Recruitment Type: State Employee Only - E

Job Duties

What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation and championing change, or simply working with a great group of people who are committed to professionalism. At the Virginia Department of Transportation, we have something for you. Are you ready to be VDOT's next Human Resources Shared Services Supervisor?

The Virginia Department of Transportation (VDOT) is excited to announce an opportunity to serve as a Human Resources Shared Services Supervisor in the Human Resources Division. The incumbent will be accountable for supervising operational staff that perform administrative Human Resources tasks, which will include Employee Data, Position Data, Personnel and Benefits transactions, Payroll and Personnel file maintenance. Also, they are responsible for the daily operations and activities of the transactions teams. The incumbent will serve as a quality control agent ensuring data quality, SLAs, customer service and productivity metrics are met. This position will be hybrid position. Though primarily remote the incumbent will need to be able to travel to VDOT locations as needed. Our Central Office is located in downtown Richmond, VA.

This position’s specific responsibilities and duties will include, but are not limited to:

Process and Change Management
Actively maintain knowledge and develop expertise of current policies, procedures and processes impacting the administration of Employee and Position, Benefit or Absence Management transactions. Analyzes situations for potential trends and recommends policy or procedural changes to program area leaders. Participate in current or proposed statewide or divisional special projects.

Administration and Operations
Interact with other internal departments and others to nurture or develop partnerships. Attend strategic business meetings. Make presentations to the division and others as necessary to the implementation of programs, procedures and systems. Complete routine Agency administrative tasks related such as time and attendance, financial/budgeting and required training.

Data Maintenance and Quality Assurance
Responsible for ensuring a high level of accuracy of HR information. Maintains strict confidentiality regarding personnel matters and discloses protected information only to those with an official need to know. Monitors data reconciliations and audits to ensure they are conducted appropriately.

Shared Services Supervisor
Serves as the subject matter expert in HR Shared Services offerings. Monitors the work of the shared services teams in the performance of the teams' daily operations. Serves as primary resource for HR Shared Service Leads when assistance or guidance is needed. Acts as advisor and coaches on best practices. Serves as primary liaison with DHRM, VRS, payroll and other providers on transactions issues and policy interpretations.

Records Management
Ensure teams maintain electronic employee personnel files and employee records based on established criteria. Based on transaction type, ensures associated documentation is placed into the respective employee personnel file adhering to Agency Metadata and procedural guidelines.

Transactions Processing
Oversees the timely and accurate data entry of HR transactions upon receipt of appropriate documentation and authorizations while adhering to relevant policies and procedures as they relate to the Agency HR systems and policies. May enter data into systems during peak workloads. Ensures all deadlines are met and funnels requests for exceptions to appropriate organization.

Compliance Support
Supports ARMICS, APA and other internal audits, where HR information is required. Assigns external requests for employment verification of current and prior VDOT employees to team members. Assigns FOIA, Grievance, and investigation requests as applicable in order to meet all associated request parameters. Independently responds to the most sensitive, unusual or complex requests for data.

VDOT employees serve the citizens of the Commonwealth and travelling public daily through our mission to plan, deliver, operate and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves quality of life. VDOT is the third largest state maintained highway system in the country, maintaining over 58,000 miles of roads, bridges, and tunnels, and employing over 7700 people through a diverse workforce. Our culture includes teamwork, transparency, nimble learning, creativity and collaboration that values differences.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.

The Virginia Department of Transportation (VDOT) is an Equal Opportunity Employer by both policy and practice. For more information about our employment practices, please visit “Information for VDOT Employees and Applicants”: http://www.virginiadot.org/jobs/information_for_employees.asp

We have Shared Values and a Code of Ethics. Your success in our organization depends upon modelling these values, therefore visit http://www.virginiadot.org/about/missionandvalues.asp to review them and, if in agreement, we welcome you to apply.

Minimum Qualifications

• Experience using workflows or other automation tools to accomplish workload, research, and data retrieval.
  
• Knowledge of HR functions, a general familiarity of HR policy and procedure.
  
• Experience managing confidential information as it relates to personal data.
  
• Ability to apply business, management principles in strategic planning, human resources, leadership technique, production methods, resource allocation, coordination of people and resources.
  
• Skill in Microsoft Excel and Word, automated HR and payroll applications such as the PeopleSoft Human Resources module, and familiarity with Microsoft productivity tools.
  
• Experience using personnel or payroll automation to accomplish workload, research, report, graph presentations, retrieve data, prepare written guidelines and recommendations
  
• Communication skills and experience working with positions at all levels of an organization, including vendors.
  
• Skill in data entry or transactions processing experience in HR or related field.
  
• Progressively responsible team leadership experience.
  
• Ability to travel to attend meetings or events.
  

Additional Considerations

• Prior experience performing HR, payroll or similar data entry and transactions processing in a fast paced high volume environment with competing priorities. Experience with Enterprise HRM software e.g. Peoplesoft or equivalent.
  
• Prior supervisory experience.
  
• A combination of training, experience, or education in Human Resources, Business Administration or related field desired.
  
• State or Government experience desired.
  
• Experience in human resources shared services or call center environment.
  
• Knowledge of State HR, Payroll and Administrative policies and procedures.
  
• Knowledge of Human Resources and HRIS technology solutions.
  
• Experience with business process evaluation or mapping.
  

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.

This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.

VDOT is an emergency operation agency. Positions physically working within Central Office locations may be designated upon request and coordination among the respective District Engineer or Administrator and Chief. Assignments are updated annually. Not all designated employees are provided an emergency operations assignment.

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.

State applications and/or resumes will only be accepted as submitted online by 11:59 pm on the closing date through the state applicant tracking system. State applications and/or resumes submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State application and/or an uploaded resume to be considered for this position.

The state application tracking system will provide a confirmation of receipt when the application and/or resume is submitted successfully. Please refer to “Your Application” in your state profile account to check the status of your application for this position.

VDOT utilizes a market based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

Additional positions may be filled from this recruitment within 90 days.

Contact Information

Name: Logan Sanchez

Phone: (804) 807-3482

Email: logan.sanchez@vdot.virginia.gov

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.