Lead Time & Leave Coordinator

The Office of Chief Medical Examiner investigates cases of persons who die within New York City from criminal violence, by accident, by suicide, suddenly when in apparent health, when unattended by a physician, in a correctional facility or in any suspicious or unusual manner or where an application is made pursuant to law for a permit to cremate a body of a person.
We exist to provide answers in support of families and communities during times of profound need.

The core values of CARES guide our work for communities and inform our behavior toward each other and all those we serve.
- Commitment: Dedicated to the mission at all times
- Accountability: Responsible to each other and the community
- Resilience: Adapt in the face of adversity
- Excellence: Achieve and maintain the highest quality
- Service: Innovate to meet evolving needs

The core functions of the Human Resources & Labor Relations Unit include recruitment, onboarding/offboarding, employee discipline, labor relations, performance management, payroll, timekeeping, leaves, and professional development. The selected candidate will assist with various administrative tasks included but not limited to:

- Proficiently utilize time and leave systems including NYCAPS, CHMRS, and City Time to manage employee records and leave requests.
- Prepare and distribute approval letters for employees taking medical leaves and returning to work.
- Manage certified mailings for distributing paper checks to employees on leave.
- Understand and apply policies related to Advance Time, Workers' Compensation eligibility, Dedicated Sick Leave, and 3.5 grants for eligible employees.
- Calculate and verify leave time to ensure proper employee compensation during medical leave periods.
- Maintain and organize required leave records and documentation, including filing physical folders, uploading digital files on shared drives, and updating Excel spreadsheets.
- Handle timekeeping functions, including managing overtime requests, addressing punch errors, and submitting or adjusting timesheets as required.
- Have comprehensive knowledge of employee benefits based on various titles, hiring dates, and eligibility criteria, such as MBF and DC 37.
- Ensure confidentiality of all employee records and sensitive information.
- Thrive in a fast-paced work environment and adapt to changing priorities to effectively complete tasks for employees.
- Provide exemplary customer service and support to employees, agency overhead, and medical facilities as needed.
- Process 0150s and 0180s to ensure timely and accurate payment to employees.
- Analyze Pending Pay Details Awaiting Approval (161) reports and approve necessary pay details for fund release to employees.
- Conduct employment verifications and manage updates related to addresses, names, direct deposits, and other employee information.
- Respond to employee inquiries concerning direct deposit accounts, college savings plans, and commuter benefits.
- Perform regular payroll audits to ensure accurate employee compensation.
- Execute CityTime entries, including approvals for overtime, schedule changes, and manual entries.
- Research, resolve, and respond to employee payroll, time, and leave-related questions.
- Ensure timely submission of employee timesheets and rectify any failures to facilitate correct payment.
- Process documented leave requests and track related activities, such as sick leave, blood donations, FMLA requests, jury duty, and absence control.
- Appropriately process Medical Leave Adjustments (MLAs) and manual leave adjustments as necessary.
- Approve and adjust weekly timesheets for accuracy before payroll processing.
- Assist in monitoring overtime caps for employees covered under the Citywide Agreement.
- Generate confidential reports utilizing CHRMS, PMS, NYCAPS, CityTime, and other HR systems.
- Liaise effectively with the Department of Health and Mental Hygiene (DOHMH) and other agency partners, managers, and supervisors.
- Perform other duties and special projects as assigned by management.

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.