(Hybrid) Human Resources Representative - Talent and Culture

Talent and Culture at West Virginia University is currently accepting applications for a Human Resources Representative.

About the Opportunity

This position will serve as a subject matter expert in leave administration processing and provides guidance to other staff working in leave administration regarding leave benefits, short-term, long-term and catastrophic leave programs. This position will resolve more complex and difficult cases (Tier 2) that are received via phone, email, the HR portal, or other access channels. The incumbent will use case management tools to respond to and track employee and manager inquiries, using judgment, experience and knowledge and using independent thinking abilities. Accountable for timely and effective response, resolution, and escalation of incoming employee leave system inquiries, in accordance with established Service Level Agreements (SLAs).

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including\:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What You'll Do

LEAVE SYSTEM MAINTENANCE

• Demonstrates service excellence and positive interpersonal relations when helping employees resolve issues related to leave benefits. Provides counseling, guidance and interpretation of leave benefits for all WVU employees, including regional campuses in a positive manner.
• Explains the rules and regulations, policies and procedures and state/federal regulations concerning employee leave benefits.
• Runs reports and reconciles leave processes and annual leave, annual leave and sick leave accrual processes, analyzing and resolving issues, such as negative balances, zero balances, etc.)
• Ensures employee leave accruals end when taken off payroll and employee is paid out appropriately..
• Upon notification of personal/parental/medical/military leave and FMLA designation, notifies other team members to ensure proper billing for benefits and tracks employee’s time away. Notifies employee, supervisor and other team members of the return to work date.
• Initiates the Family Medical Leave Act (FMLA) leave element in MAP for tracking employees approved for FMLA.
• Transfers, reinstates and documents remaining leave to or from an approved state agency through the YOS Verification process.
• Process approved employee annual leave extensions.
• Updates annual leave years of service based on the verification process (from Central benefits Center or Excellence), removals from payroll and/or leave processes.
• Cancels leave upon notification of floating holiday/closures and other additional holidays..
• Processes and tracks terminal leave, determines final day for leave, and notifies other team members to ensure accurate payment to employee.

TERMINATION PROCESS

• Coordinate the employee removal from payroll process. Ensures benefits, leave accruals, system access, and years of service accruals end in a timely manner. Ensures timely communication of end of employment to key groups, both internal and external to the service center.
• Calculates leave payout information for payroll for employees that are moving from leave-eligible to non-leave eligible status.

CATASTROPHIC LEAVE SYSTEM MAINTENANCE

• Establishes and maintains CAT leave deadlines.
• Upon receipt and application, verifies eligibility, collects donor forms and plans the exhaustion of all sick and annual leave benefits.
• Maintains the donor bank.
• Reviews and ensures donor’s eligibility. (i.e. Ensures donation is utilized by the donor’s last active day.)
• Monitors recipients CAT leave balance and removes employee after two consecutive pay period without sufficient donations.
• Notifies employee of approval and removal from program, as well as others (supervisor, HR Partner, etc.,).
• Processes Catastrophic Leave through MAP and Applaud Leave System to ensure employee donations are reduced and recipient is paid.
• Documents, audits, and communicates CAT leave donation reinstatements. Sends forms and intranet release; Updates website with employees in need of CAT leave donations.
• Prepares reports of recipients and donors.
• IF employee is approved for long-term disability and workers compensation benefits, communicates with employee regarding the option to receive one benefit or the other. Ensures no duplication of long-term disability and/or workers compensation benefits and CAT leave.

OTHER LEAVE BENEFITS

• Completes the employer portion of the short and long-term disability forms.
• Calculates, document, and communicates balances and process Workers’ Compensation leave reinstatements in MAP.

ADDITIONAL

• Assists supervisor on specialist projects to design for process improvement and enhanced customer satisfaction.
• Uses appropriate judgement to escalate complex employee leave issues and works collaboratively with Talent and Culture Benefits Center of Excellence team to resolve leave issues.
• May participate in the annual open benefits enrollment and other benefit enrollment, Tier 2 team escalation questions, and benefits events as needed.
• Serves as a resource to the Customer Service Agents to help ensure a high percentage of first time call resolution for customers.

Pay Grade\: 16