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State of Georgia Job Description

Job Title: TS: HR Transactions Tech (AL)
Job Code: 16802
Last Update: 9/1/2010
Salary Plan: Statewide Salary Plan (SWD)


Job Description, Responsibilities, Standards, and Qualifications

Job Description:

Processes personnel and/or position actions and resolving related problems. Processes payroll information, distributes paychecks, performs benefit enrollments and/or claims processing. May supervise technical or support staff.

Job Responsibilities & Performance Standards:

Performs job responsibilities with minimal supervision
1. Reviews requested personnel and/or position actions for completeness, accuracy and conformity with appropriate regulations. Makes appropriate corrections following consultation/notification of proper individuals.
2. Correctly codes personnel actions and other transactions.
3. Enters data according to prescribed format and procedures. Follows appropriate procedures to verify and correct data entries.
4. Properly verifies promotion eligibility. Requests Merit System certifications for promotions within established time frames.
5. Processes all personnel and/or position actions and other transactions in a timely manner and according to established guidelines.
6. Documents personnel actions in appropriate records systems. Properly files all paperwork.
7. Notifies requesting parties of completed transactions in a timely manner so that time-limited actions such as Lists of Eligibles and Certifications do not expire prematurely.
Serves as job expert or organization resource in assigned areas
1. Communicates promptly and courteously with departmental staff about personnel transaction problems that cannot be resolved at the local level.
2. Properly apprises affected employees of the status of personnel transaction problems as they are being resolved.
3. Informs supervisor promptly of any difficulties that cannot be resolved in a timely or satisfactory manner.
Acts as lead worker
1. Responds to manager and personnel specialists requests and needs in a timely, professional manner.
2. Demonstrates considerable knowledge of rules, regulations, policies and procedures related to personnel actions by ensuring compliance.
3. Shows good judgement in recommending efficient means of achieving necessary personnel activity. Gives appropriate weight to various considerations in decision-making regarding optimum method.
4. Demonstrates good interpersonal skill in explaining optimum method for accomplishing personnel action.
5. Obtains good customer satisfaction reflected by positive feedback and acceptable number of complaints.
Answers questions from employees or management regarding personnel and payroll transactions
1. Properly responds to all inquiries and requests for information in a courteous and timely manner.
2. Properly refers questions to appropriate person(s) when necessary.
3. Appropriately prioritizes responses to inquiries.
4. Properly adheres to established guidelines regarding confidentiality of information.
5. Properly completes verifications of employment and salary when required.
6. Demonstrates a thorough knowledge of all employee records by obtaining requested information accurately and in a timely manner
7. Accurately researches questions when necessary.
Calculates and initiates payroll computation and deductions and enter data into computer system
1. Prepares all necessary forms and other paperwork for new employees in a timely manner. Thoroughly instructs new employees on forms completion procedures. May provide options and consequences to new employees.
2. Reviews completed paperwork from new employees for accuracy and initiates corrective action if necessary. Collects, prepares and/or copies any required documents (i.e. identification, licenses, certificates, fingerprint cards, etc.).
3. Assembles personnel files for new employees according to prescribed format and established guidelines.
4. Provides appropriate orientation materials to new employees in a timely manner.
Coordinates hiring processes, ensuring all required forms are completed and all clearances are obtained
1. Posts notices of vacancies at appropriate inside and outside location within established time periods and according to established guidelines and procedures. Mails appropriate information to individuals within established time frame.
2. Requests list of eligibles (when applicable) in a timely manner
3. Collects and organizes applications for vacancies within designated time period.
4. Appropriately processes applications for certifications. Forwards packages on certified applicants to the hiring supervisor in a timely manner. Properly notifies applicants that do not certify.
5. Monitors the interviewing process by periodically contacting the hiring supervisor until applicant selections are made.
6. Requests or compiles background information as required.
Enters and verifies personnel transactions
1. Schedules personnel office staff in advance to assist with payday operations.
2. Performs or oversees the review and breakdown of pay checks and other materials to be distributed on payday to ensure timeliness and accuracy.
3. Retrieves pay checks for individuals whose checks are incorrect because of late personnel actions (Leave Without Pay, Separations, etc.) or other reasons.
4. Appropriately forwards, safeguards or otherwise accounts for pay checks for absent employees according to established procedures.
Explains benefits and human resource policies to employees and authorized persons
1. Correctly calculates, verifies and documents overtime pay in accordance with Federal Fair Labor Standards Act.
2. Accurately calculates salary increases, hourly pay, shift differentials and other payments to employees so that incidents of audit exceptions resulting from miscalculations are within acceptable minimums.
3. Correctly codes and enters payments ot employees prior to established payroll cutoff dates.
4. Accurately advises and assists employees participating in payroll deduction programs such as State Employees Credit Union, saving bonds and deferred compensation.
5. Properly files all paperwork.
6. Reviews payroll balances for accuracy prior to running payroll.
7. Properly authorizes payroll checks to be printed, signed and distributed in a timely manner.
8. Properly executes the writing of payroll close-out checks and payroll reports such as tax, insurance, credit union, FICA, retirement, savings bonds and others based on established guidelines and procedures.
9. Processes check for direct bank deposits, completes transmittal forms and delivers magnetic tape and reports to bank.
10. Resolves payroll problems and notifies affected staff in a timely manner.
May supervise technical and/or clerical staff
1. Properly processes employee leave requests according to established guidelines.
2. Properly verifies the accuracy and consistency of information on absenteeism reports, leave requests and time sheets.
3. Accurately calculates all leave taken and accrued in accordance with Fair Labor Standards Act.
4. Correctly files all paperwork, including time sheets and leave requests.
5. Properly initiates personnel actions for employees on leave without pay.
6. Accurately answers employees' questions and properly advises them on the correct use of leave. Appropriately resolves leave-related issues.
7. Accurately enters leave-related data into computer within established time frames.
Processes and issues employee paychecks and statements of earnings and deductions
1. Properly distributes appropriate mid-point reviews and performance management forms to supervisors in a timely manner.
2. Properly and tactfully advises managers on compliance with applicable policies, procedures and deadlines.
3. Reviews performance management forms and reviews for appropriate signatures, thoroughly checks forms for completeness and accuracy and returns them by established deadline.
4. Accurately enters performance management information into the computer by the established deadline.
5. Properly distributes final copies of mid-point reviews and performance management forms to appropriate personnel.
6. Properly files all performance management-related paperwork.
Processes enrollments and changes and responds to questions regarding the benefit programs
1. Explains enrollment procedures and alternatives to employees in a complete, accurate and understandable manner.
2. Reviews all paperwork for accuracy and completeness.
3. Enters individual employee benefit information before/within established time frames.
4. Files completed open enrollment packages and forwards confirmation statements to employees within established time frames.
5. Obtains accurate individual information, correctly determines eligibility for enrollment, accurately completes enrollment forms and reports and sends to reimbursement agencies within established time frames.
6. Correctly verifies group benefits billing reports in a timely manner. Thoroughly reviews report for completeness and accuracy
7. Provides accurate information to employees regarding credit union processes and requirements. Forwards appropriate information to credit union staff and properly initiates payroll deduction procedures.
Provides information to employees and others on payroll matters, tax issues, and benefit plans
1. Provides insurance company with complete and accurate claims information. Submits claims within applicable time frames.
2. Properly reviews, prepares, and submits Workers Compensation First Report of Injury or Occupational Disease Report according to applicable policies and procedures.
3. Provides clear and concise information to claimants regarding program requirements and benefits.
4. Properly processes Workers Compensation and available stipends for employees who are on Injury Leave without Pay within established time frames.
5. Properly updates the Panel of Physicians according to established time frames. Confers with panel members as appropriate.
6. Consults with supervisor and records accurate information on injured/ill employees assigned to modified duty. Monitors status and progress of employee by regularly contacting employee and supervisor for update information.
7. Properly files all claims-related paperwork.
Responds to questions and provides information regarding employment
1. Answers, screens and routes telephone calls promptly and courteously to appropriate staff. Delivers complete, accurate and legible messages in a timely manner.
2. Greets visitors promptly and courteously. Notifies appropriate staff. Provides accurate information to visitors.
3. Completes required reports and other documentation accurately and in a timely manner.
4. Properly maintains personnel files. Observes all confidentiality requirements. Accurately categorizes and files general operating materials. Gleans files according to established procedures and properly forwards records to archives.
5. Contacts and schedules applicants for job interviews in a timely manner. Notifies interviewed applicants of status of vacancy and/or when position was filled.
6. Accurately types, proofreads and corrects letters, forms and other personnel-related documents.
Reviews computation and other information in order to detect and reconcile payroll discrepancies
1. Attends internal and external educational programs and professional meetings as available for continuing professional education.
2. Attends regular meetings of any available and applicable professional organizations.
3. Reads and evaluates professional literature on a continual basis; translates technical information into a format that can be understood by others and distributes as needed.
4. Incorporates knowledge of pertinent new trends and developments into job.
5. Extent to which knowledge of trends and developments in the field are demonstrated throughout the year.
6. Demonstrates through knowledge of applicable rules and regulations by providing accurate information and technical assistance to unit personnel representatives, employees and managers.
Verifies attendance, hours worked, and pay adjustments, and post information onto designated records
1. Treats individuals with respect, courtesy, and tact; listens to individual and interacts with individual as a person while maintaining a business relationship.
2. Communicates with individuals and obtains all required information necessary to determine and address their specific needs; tactfully explains why, if service cannot be provided.
3. Responds to individuals in manner and time frame promised, or follows-up to explain status.
4. Provides clear, accurate information; explains procedures or materials or provides supplemental information; anticipates problems and questions.
Creates and maintains a high performance environment characterized by positive leadership and a strong team orientation. (Performed by some incumbents)
1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
2. Communicates regularly with staff on progress toward defined goals and/or required results; providing specific feedback and initiating corrective action when defined goals and/or required results are not met.
3. Confers regularly with staff to review employee relations climate, specific problem areas, and actions necessary for improvement.
4. Evaluates employees at scheduled intervals; obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
5. Recognizes contributions and celebrates accomplishments.
6. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.
Manages human resource and employee relation functions for section. (Performed by some incumbents)
1. Interviews applicants or employees to fill vacancies or promotional positions according to applicable laws, rules and policies
2. Recommends the selection or promotion of the appropriate number of individuals who possess the skills needed to perform the required work.
3. Identifies training needs and ensures that necessary job-related instruction is provided to staff.
4. Discusses potential grievance-related concerns with employees in order to identify options or resolve issues prior to the formal filing of a grievance.
5. Advises employees of established grievance procedures.
6. Recommends disciplinary actions according to applicable rules and policies.
Plans and organizes the unit's work to meet the organization's objectives. Directs and reviews work assignments. (Performed by some incumbents)
1. Establishes unit goals and objectives consistent with the organization's mission.
2. Communicates organization's goals and objectives to staff.
3. Assigns and prioritizes work in keeping with employee skill levels, workloads and completion time frames.
4. Monitors progress and productivity of assigned staff.
5. Assists staff in resolving problems encountered in work assignments.
6. Evaluates unit procedures/processes and recommends/implements changes to ensure assigned is functioning efficiently.

Sample Technical Competencies:

Knowledge of basic personnel processes
Ability to prepare all forms for new employees
Ability to calculate deductions, overtime pay, salary increases, etc
Ability to process leave requests
Ability to use human resources software
Ability to review and analyze current personnel policies and procedures and make recommendations for modifications

Entry Qualifications:

High school diploma and two years experience performing personnel related functions Or One year at the lower level or position equivalent (HRT011) Or Associate's degree

Preferred Qualifications:

No preferred qualifications information is available.

Career Development Levels:

HRT013 - TS:HR Transactions Tech (SP)
Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in some job descriptions.

The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the core Responsibilities, Standards and Qualifications of that job.
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