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Human Resource Assistant
Title: Human Resource Assistant
State Role Title: Admin and Office Spec III
Hiring Range: $20.60 - $24.38
Pay Band: 3
Agency: Virginia Department of Health
Location: VDH-Central Office
Agency Website: www.vdh.virginia.gov
Recruitment Type: General Public - G
Job Duties
The incumbent will Assist the Sr. Leave Coordinator with Leave Administration/Maintenance of the Time, Effort and Absence (TEA) system. This program area is specific to leave(s) related to VSDP-STD, FMLA, Parental Leave, and other non-standard leaves of absence. Other duties include:
• Operate as liaison for VDH HR and VSDP TPA. Disseminate relevant notices
to appropriate staff and vendors.
• Key information into internal and external HR systems (TEA, Cardinal, ext)
• 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.
• Performs 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.
• Assist to train new HR personnel with leave administration and maintenance
functionality.
• Maintain the list of all the Work Unit Leave coordinators for distribution
purposes.
• Receive general guidance from the supervisor and or the Benefits/Leave Team
Unit
• Work independently to resolve issues and report any complex issues in a timely
manner.
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
• General knowledge of human resource programs, regulations and
guidelines;
• Demonstrated experience applying applicable HR policies and procedures;
maintain confidentiality,
• Demonstrated ability to prepare, process, track and file personnel records
• Demonstrated Knowledge of leave benefits, managing competing priorities and meeting
deadlines.
• Demonstrated knowledge of HRIS
• Experience with leave administration and employee time tracking/keeping
• Experience coordinating and auditing reports and making
edits/corrections
• Experience working with and/or between varying departments, offices, or
districts within an organization
Additional Considerations
• Experience administering FMLA, Short Term Disability, ext.
• Demonstrated experience conducting training
• Experience processing and maintaining workers compensation requests
and claims.
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.
VDH 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. Supplemental
questions are encouraged to be answered in a comprehensive manner and reference any pertinent
knowledge, skills, and abilities as well as any previous experience that relates to the 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. 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: www.vdh.virginia.gov.
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!
Contact Information
Name: Angela Ablack
Phone: n/a
Email: angela.ablack@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.
