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: 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.

Wage employees are subject to the following conditions of employment:

• Wage employees serve at the will and pleasure of the appointing authority.
• Continuing employment is based on available funding and business need.
• Wage employees are not covered by the provisions of the Virginia Personnel Act. Therefore, they are not eligible for benefits which are provided to salaried employees, such as leave credits, holiday pay, insurance, access to the grievance procedure, etc.
• Wage employees are paid only for the hours they actually work.
• Virginia state law currently requires that agencies not permit wage employees to work in excess of 29 hours per week on average over the course of a year. Wage employees may not work for VDH beyond 1,500 hours during the period of May 1 – April 30 of the following year (the Standard Measurement Period).
• Once a wage employee works the maximum of 1,500 hours during the Standard Measurement Period, the employee may be rehired as a wage employee of VDH only after the next Standard Measurement Period has begun.
• Wage employees are eligible to apply for all classified positions for which recruitment has been initiated, including those limited to State Employees Only.
• If a wage employee becomes employed in a classified position, he/she will be eligible to purchase retirement credit for the time worked as a wage employee.
• Continuing employment is based on available funding and business need.

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 résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

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.