Title: HR Assistant (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: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

Assist the Leave team with Leave Administration/Maintenance of the Time, Effort and Absence (TEA) system as well as processing workers compensation claims for the agency.

• 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.
• Works with Leave Coordinator to conduct leave audits on a regular basis as preventive measures.
• Conducts exceptional and additional internal audits as requested and needed by districts/offices and or management.
• Responds to general questions about Leave system, functionality, and procedures.
• Assist all staff to resolve discrepancies of leave balances if needed.
• Review and track LWOP and coordinates with payroll for processing
• Reviews leave system to ensure annual leave balances are not accrued after 90 days leave of absence.
• Develops a process for leave reconciliation on a regular basis. Performs leave audits on a regular basis as preventive measures.
• Review and track LWOP notifications and coordinate with the respective HR staff to comply with payroll guidelines
• 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.
• Works 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.
• Paying attention to details with accuracy needed for processing paperwork for compliance

This ia a wage position and averages 15-29 hours per week, not to exceed 1500 hours in
a year and is not eligible for benefits.

Minimum Qualifications

• Clerical, office and or administrative skills/experience
• Knowledge of basic HR policies related to leave policies and procedures
• 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
• Proficiency with MS office products; Word, Excel and PowerPoint,

Additional Considerations

• Working knowledge of Federal and State leave laws like: FMLA, Volunteer/Community Service Leave etc.
• Proficiency with any HRIS system
• Knowledge of Workers Compensation and OSHA guidelines.

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.

Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U.S. HHS IG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, or other background checks prior to employment may be required for certain positions. Completion of Statement of Economic Interests will be required upon employment.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:59 p.m. on the job closing date. Resume may be submitted in lieu of fully completed application. Please be sure all pertinent work experience is included on your resume.

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. As a V3 (Virginia Values Veterans) organization, VDH honors the Commonwealth’s veteran’s hiring preference. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.
State agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Are you requesting consideration through the Alternative Hiring Process and have you received an approved Certificate of Disability? If yes, please attach your Certificate of Disability to this application under the documents section using the optional document section. 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 Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx , or call DARS at 800-552-5019.

Contact Information

Name: Vontrell Hodges

Phone: 804-461-7605

Email: Vontrell.Hodges@vdh.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.