Administrative Assistant Ii

Select how often (in days) to receive an alert:

The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Requisition No:868235

Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT II -

This position is directly supervised by the Operations & Management Consultant I (Personnel Liaison) for the Prosecution Services Unit, Office of the General Counsel. The incumbent in this position has a working knowledge of policies, procedures and statutory guidelines relating to the Personnel Liaison duties and responsibilities and assists the Personnel Liaison in ensuring compliance with rules and regulations set forth therein.

The incumbent in this position serves as back-up to the Personnel Liaison and acts as delegate in the absence of the supervisor; serves as lead staff and takes responsibility for overall personnel activity in the absence of the Personnel Liaison.

Coordinates and tracks recruitment activity in the Prosecution Services Unit. Coordinates with People First and Human Resources to ensure that all personnel actions, i.e. payroll and recruitment, are timely initiated and acted upon. Prepares requisitions to advertise PSU positions within 24 hours of request; assists in development of requisition language and interview questions. Primary in screening applications; provides hiring supervisor with copies of screened applications and prepares interview packets for panel.

Ensures new-hire paperwork is completed on first day of work. Ensures that candidate is fingerprinted and that results are received prior to start date. Oversees set-up and maintenance of personnel files for in-house use; in the absence of the Personnel Liaison, guarantees continuity of recruitment process and responds to requests from General Counsel, Deputy General Counsel and managers in matters relating to recruitment.

Assists managers in correctly preparing personnel action request forms for all new hires, separations, special pay increases, classification actions, etc., using established guidelines; completes required information using the correct organizational codes, position information, salary, and justification. Maintains position descriptions and works with managers, supervisors, and staff to update and obtain signatures timely.

Assists Personnel Liaison in role of Timekeeper for PSU employees. Coordinates Leave and Attendance issues in PSU, reporting Leave Without Pay, tracking sick leave donations, Family Medical Leave (FMLA) and Family Support Work Program (FSWP). Incumbent investigates disparities in leave and attendance, FMLA and Workers Compensation issues for managers and staff; prepares responses and sends replies to all involved parties. Communicates with OPS employees and supervisors to ensure OPS timesheets are approved timely.

Serves as Workers Compensation liaison for PSU; oversees handling and reporting of workers’ compensation injuries and advises supervisors and staff to ensure compliance with Workers’ Compensation and Disability Leave policy. Works with employee and HR office to ensure correct timekeeping and coding of timesheets.

Assists the Personnel Liaison and Managers in facilitating timely completion of performance planning and evaluations for PSU employees by sending reminders and providing assistance with People First as required. Reviews reports from Human Resources and coordinates with managers, supervisors, and staff to address actions identified in the reports. Assists Personnel Liaison with preparing and maintaining internal tracking reports for management review.

Other duties as assigned.

Sound writing and organizational skills; knowledge of correct spelling, punctuation, and grammar usage; and sound reading comprehension. Computer skills and MS Office computer literacy are required. Ability to plan, manage, and organize work priorities, multitask, and ensure proper completion of work assignments in a timely manner, and manage time. Communicating effectively with others in writing as indicated by the needs of the audience.

Knowing how to find information and…