Fmla Administrative Assistant Vacancy In Dept Of Family & Protectve Svc

Hiring Organization / Company: Dept Of Family & Protectve Svc
Basic Salary: To Be Discussed
Employement Type: Full-Time



Job Details:

Administrative Assistant V
*The position will be located in Austin, Texas.*

The Family and Medical Leave Act (FMLA) Administrator (Administrative Assistant V) performs highly advanced administrative and technical assistance functions for the Department of Family and Protective Services (DFPS) Human Resources (HR) office. Performs complex administrative support functions within the HR office regarding administration of employee FMLA leave and state Parental Leave. Coordinates FMLA/Parental Leave communications, correspondence, reports, forms and memos for review and approval, and disseminates as appropriate. Provides assistance to management and staff regarding coordination and completion of FMLA/Parental Leave forms, reports, related documentation and leave processing. Evaluates FMLA/Parental Leave documentation to ensure accuracy and provides technical guidance and recommendations. Monitors, tracks, and provides updates and reminders regarding employee FMLA/ Parental Leave events, deadlines, required reports, and suspense dates. Provides technical guidance and consultation to management and staff regarding FMLA/ Parental Leave policies, leave use and required documentation. Responds to inquiries regarding FMLA/ Parental Leave and related policies and procedures. Coordinates clarification of incomplete or insufficient FMLA / Parental Leave documentation. Develops and maintains confidential electronic and hard-copy filing systems and retrieves archived information as requested. Coordinates the preparation, editing and formatting of regularly scheduled and ad-hoc reports, communications, forms and documents and disseminates as required. Reviews, proofreads, edits and formats spreadsheets, presentations, documents, reports and communications. Completes special assignments and projects as delegated by HR management or designees. Maintains strict confidentiality regarding sensitive information and documents, and disseminates documents and information only in accordance with all applicable rules, regulations, policies and procedures. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.



Essential Job Functions:
Performs complex administrative support functions within the HR office regarding administration of employee FMLA leave and state Parental Leave. Provides assistance to management and staff regarding coordination and completion of FMLA forms, reports, related documentation and leave processing. Responds to inquiries and advises management and staff regarding FMLA, Parental Leave, and related leave policies and procedures. Collaborates as appropriate with HR Employee Relations (ER) staff regarding employee FMLA leave and Parental Leave inquires, issues and events. Implements procedures to ensure strict confidentiality regarding sensitive medical and leave information and documents, and disseminates documents and information in accordance with all applicable rules, regulations, policies and procedures. (25%)

Responds as appropriate or facilitates responses to program FMLA and Parental Leave inquiries in accordance with applicable rules, regulations, policies, and procedures. Prepares and disseminates information regarding FMLA, Parental Leave and related leave policies and procedures in response to inquiries or as requested. Evaluates employee FMLA / Parental Leave documentation to ensure accuracy and facilitates resolution of FMLA/Parental Leave documentation gaps and issues. Monitors, tracks, and provides updates and reminders regarding employee FMLA/Parental Leave events, deadlines, required reports, and suspense dates. Provides technical guidance and consultation to management and staff regarding FMLA/Parental Leave policies, leave use and required documentation. Responds to inquiries regarding FMLA/Parental Leave and related policies and procedures. Alerts HR management or appropriate designees regarding time-sensitive or complex FMLA/Parental Leave inquiries or documents. Coordinates the clarification of incomplete or insufficient FMLA/Parental Leave documentation, and assists in obtaining updated FMLA/Parental Leave documentation as appropriate. Facilitates requests to medical or other applicable providers on the agency’s behalf to obtain updated, corrected or completed FMLA/Parental Leave documentation and provides updated information to management as appropriate. (20%)

Coordinates the development of e-mail communications, written correspondence, reports, forms and memos for review and approval, and disseminates as appropriate. Coordinates the review, editing, proofreading and formatting of FMLA/Parental Leave and related presentations, charts, spreadsheets, reports, written communications and graphs utilizing a variety of software applications such as Microsoft Word, Visio, PowerPoint, Publisher, and Excel to ensure they are clear, accurate, and grammatically correct. Generates, formats and disseminates regularly scheduled and ad-hoc reports utilizing data from sources such as internal databases, agency resources, and internal payroll and personnel system to perform inquiries, collect data, compile reports and perform data entry as needed. Reviews, compiles and edits data to create and update charts, graphs, logs and databases. (20%)

Develops and coordinates the implementation of FMLA/Parental Leave-related administrative projects, assignments and initiatives assigned by HR management or designees. Assesses and defines areas of administrative or office operations within the HR department requiring improvement, and proposes process recommendations and solutions. Serves on administrative workgroups as assigned. Coordinates and completes special assignments and projects as delegated by HR management or designees. Develops, reviews, edits and maintains departmental FMLA/Parental Leave general resources, and disseminates as appropriate. (20%)

Develops, coordinates, and maintains FMLA/Parental Leave hard copy and electronic filing systems using standardized formats and secure document management and storage procedures to ensure confidentiality of sensitive records and information. Retrieves information from filing systems as required and formats, edits, compiles and disseminates as appropriate. Maintains FMLA/Parental Leave and related records in accordance with all applicable records retention policies and procedures. (15%)



Knowledge Skills Abilities:
Knowledge of policies, functions, and operations of the Department of Family and Protective Services.
Knowledge of policies, functions, and operations of governmental or other large organizational entities.
Knowledge of office management principles and practices.
Knowledge of modern office practices and procedures.
Knowledge of the Family and Medical Leave Act (FMLA) and related medical and employee leave programs.
Skill in using a computer and related office equipment.
Skill in written and verbal communication.
Skill in building and maintaining effective working relationships.
Skill in planning and organizing activities.
Skill in effectively organizing, tracking, and developing written and electronic documents.
Skill in using Microsoft Office Suite or equivalent to include word processing, spreadsheet, database, and presentation software programs such as PowerPoint.
Skill in scheduling and coordinating meetings.
Skill in establishing and maintaining effective working relationships with various levels of personnel in governmental entities.
Ability to analyze, interpret and compile data.
Ability to work under pressure and meet deadlines.
Ability to work cooperatively in a team environment.
Ability to communicate effectively both orally and in writing.
Ability to work independently and operate effectively within established guidelines.
Ability to gather, assemble, correlate and analyze facts.
Ability to plan and coordinate program activities.
Ability to identify problems and develop solutions.
Ability to understand and carry out complex instructions.
Ability to organize and prioritize workload to meet deadlines.
Ability to maintain effective working relationships with external and internal customers.
Ability to communicate in an effective, professional manner.
Ability to work with complex ideas and competing priorities.
Ability to maintain strict confidentiality and appropriately handle sensitive information and documents.

Registration or Licensure Requirements:
N/A


Initial Selection Criteria:
Five years of full-time employment experience in administrative support or human resources support.

Associate’s degree from an accredited college or university. Full-time employment experience in administrative support or human resources support may substitute for the required education with a maximum substitution of two (2) years.

Knowledge of or experience processing FMLA is preferred.


Additional Information:
Req 486130
*The position will be located in Austin, Texas.*

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

DFPS uses E-Verify. You must bring your I-9 documentation with you on your first day of work.

In compliance with the Americans with Disabilities Act (ADA), DFPS 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.

MOS Code:
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.


I-9 Form - Click here to download the I-9 form.


In compliance with the Americans with Disabilities Act (ADA), HHS 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.




Job Location Information:
City: Austin
State: Tx
Country: Us
Location: Austin, Tx 78751

Date Posted: 2021-06-10
Job Listing No# : 51315


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