Time Administrator

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

Position requires the successful candidate to have the infrastructure required to work remotely as needed.

Serves as the HHS Payroll, Time Labor and Leave (PTLL) Subject Matter Expert (SME) and Time Administrator (TA) for the Health and Specialty Care System (HSCS) Facilities. Provides support to employees, managers, and leadership relating to PTLL processes. Work involves coordination and assistance to facility managers and staff they supervise by providing PTLL guidance and entering leave requests on a consolidated timesheet, entering, and approving overtime/compensatory time for accrual and payment purposes, and researching and correcting history of time and leave entries to correct exceptions for managers as needed. Monitors payroll deadlines to ensure pay impacting transactions are correct. Runs time and labor reports and reconciles discrepancies in accordance with agency policy to ensure all known transactions are entered to meet payroll deadlines. Provides analysis of reporting data to leadership to ensure success and continuity of the CAPPS Self-Service method of timekeeping. Develops training material based on guidance from the HHS PTLL office leadership and provides training to employees and managers on Centralized Accounting Payroll Personnel System (CAPPS) application processes in accordance with agency policies. May assist in new hire orientation regarding timekeeping processes. Maintains communication with all stakeholders: HHS PTLL, HHS Employee Service Center,  and HHS HR staffs. Acts as a liaison for employees and managers on time and leave issues. Performs other duties as needed and assigned to support the time administration process at the facility. Works under general supervision with moderate latitude for the use of initiative and independent judgment.  

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with leave policy.

Provides procedural support to managers on time and leave processes. Analyzes reports, logs or forms; researches payroll discrepancies and corrects data or information. Communicates on an intermediate level with others (internally and externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints. (40%)

Enters leave taken and hours worked for staff from sign-in sheets and/or HR0501’s on an as needed basis to provide back up support to other State Hospitals and State Supported Living Center.  Enters FLSA overtime & comp time payments for employees in accordance with the payroll processing calendar. Identifies and reports system issues and prepares management reports for facility leaderships, analyzes information to keep facility management and HHS PTLL informed, and responds to questions. Queries data regarding hours worked to ensure compliance according to HSCS policies. (20%)

Provides customer service to facility employees and management. Assists with the administration of Family Medical Leave (FMLA), Extended Sick Leave (ESL), Sick Leave Pool (SLP), Employee Donated Sick Leave (EDSL), Family Leave Pool (FLP), Leave Without Pay (LWOP) and Leave of Absence (LOA) and all-time reporting code transactions. (15%)

Assists with development of training materials and provides training to facility employees on time and leave processes, including use of the consolidated time sheet.  Presents time keeping policies and procedures at each facility New Employee Orientation (NEO) class. Responsible for providing maintenance training as needed. Identifies areas/challenges where additional support and training is needed. (15%)

Tracks on-call time for staff on a spreadsheet as needed and enters it into CAPPS when the leave is used. Monitors facilities use of Emergency leave and provides data to facility leadership. Monitors facilities use of unpaid leave and provides data to facility leadership to ensure employees are not on leave without pay (or are on a leave of absence) beyond three months. Audits leave records and may maintain employee file with monthly time reports and other supporting documentation as needed for employees suspected of abusing leave. (10%)

Duties may include:

Counseling employees and managers regarding FMLA, ESL, SLP, EDSL, FLP, LWOP and LOA

Sending ESL, SLP and FLP request documents to PTLL

Tracking employees on FMLA, ESL, SLP, EDSL, FLP, LWOP or LOA

Following up with managers who are not following policy regarding LWOP/LOA

Run weekly LWOP/LOA reports to check for policy compliance

Participates in departmental meetings

Participates in training and development programs

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

Identify and mitigate possible challenges relating to time and leave.

HHS policies and procedures relating to time and leave.

Explain policies and procedures to staff and the public.

Skill in:

Microsoft Word, Microsoft Excel, Internet Browsers.

Skilled in Customer service.

Data Entry skills.

Prioritize tasks, schedule tasks, and pay attention to details.

Ability to:

Must be able to work in an office setting on-site as well as have the ability and infrastructure to telework. (computer/laptop, at home internet)

Maintain confidentiality.

Communicate clearly and concisely, both verbally and in writing.

Ability to meet deadlines.

Registrations, Licensure Requirements or Certifications:

 N/A

Initial Screening Criteria:

Experience in state government is preferred.

Experience working in a customer service environment preferred.

Experience coordinating work between organizational units is preferred.

Experience using a personal computer for inquiry and/or data entry.

Additional Information:

N/A

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form