Oak Ridge HR Shared Service Center

Mission

The Oak Ridge Human Resources (HR) Shared Service Center (SSC) provides the full range of human capital management operational functions to support Federal employees (non-executives) aligned to the Secretarial programs/offices, as well as the programs/offices of the Under Secretary for Science and the Under Secretary of Energy. The SSC provides HR transactional and advisory services to ensure consistent, seamless HR services are provided to the serviced populations.

Functions

  • Implement and monitor staffing transactions for the programs and offices served by the SSC to recruit, examine and place selectees for vacant positions. Responsibilities include (but are not limited to) preparing and posting USAJobs vacancy announcements, evaluating applicants and issuing selection certificate(s) to hiring officials, and preparing and processing pre-employment paperwork to assist selectees in the onboarding process.
  • Suitability adjudication – Make determinations based on eight basic factors and seven additional considerations, in accordance with 5 CFR Part 731 and the OPM Federal Investigative Service Suitability Processing Handbook
  • Manage the classification program, processes, and procedures for new and existing positions in the programs and offices served by the SSC to determine their appropriate pay system, occupational grouping, grade, title and bargaining unit status.
  • Administer the benefits and work-life programs for the current and former employees, annuitants, survivors and eligible family members of the offices served by the SSC. Responsibilities include (but are not limited to) providing servicing and consultation related to life, health, dental, vision, and long term care insurances, Flexible Spending Accounts, Thrift Savings Plan, retirement planning and calculations, Employee Assistance Program, drug testing program, and workers’ compensation.
  • HR processing and information management responsibilities for the programs and offices served by the SSC and the Office of Corporate Executive Management’s customers (i.e., executives). Responsibilities include (but are not limited to) processing personnel actions, entering and maintaining employee data to DOE’s Corporate Human Resources Information System (CHRIS) and other personnel systems, establishing and maintaining employees’ electronic Official Personnel Folder (eOPF).
  • Provide strategic human capital guidance and HR solutions implementation support to all levels of management. Assess and anticipate HR related needs and formulate partnerships across the HR function to deliver value added services to management and employees that reflect the business objectives of the organization
  • Provide the full spectrum of Employee Relations/Labor Relations services to management and employees.

Human Resources Advisory Division

Mission

The Human Resources Advisory Division (HRAD) provides human capital advice and consultation to support Federal employees (non-executives) aligned to the SSC serviced programs/offices.

The HRAD provides strategic human capital guidance and strategic HR solutions implementation support to all levels of management of the organizations they serve. The HRAD serves as the primary point of contact for HR operational support to the employees of the organizations they serve. The division assesses and anticipates HR-related needs and formulates partnerships across the HR function to deliver value added services to management and employees that reflect the business objectives of the organization.

Functions

  • Partner with Program Offices to develop short and long range staffing plans and strategies.
  • Assist managers with navigating the various HR processes (staffing, classification, performance management).
  • Provide guidance and consultation on performance management requirements and strategies.
  • Analyze trends and metrics for serviced customers and develop strategies to address workforce concerns.
  • Monitor suspense reports and ensure personnel actions are initiated in a timely manner.
  • Assist customers in the interpretation and understanding of various HR laws, regulations and DOE requirements.

Talent Acquisition Division

Mission

SSC Talent Acquisition Division (TAD) administers the Federal Human Resources Program as it pertains to classification, staffing, and recruitment. This division is responsible for the classification of Position Descriptions and Factors Evaluations Statements as well as the maintenance of the Position Classification Module. Additionally, this branch is responsible for the full range of advisory services to employees and managers regarding staffing and recruitment, merit promotion programs, candidate evaluation, downsizing and outplacement, and special emphasis programs within their servicing population.

Functions

  • Evaluate, establish and maintain a position classification program to determine appropriate pay system, occupational grouping, title and grade, and bargaining unit determination of positions.
  • Position Sensitivity: Assist supervisors in establishing and reviewing position sensitivity determinations.
  • Apply newly published classification standards to existing PDs and coordinate any impacts and resulting personnel actions with HRAO and personnel action processors, respectively.
  • Assign competitive areas and competitive level codes for serviced populations.
  • Recruit, examine and place selectees.
  • Develop crediting plans in consultation with hiring managers.
  • Prepare draft vacancy announcements for review by hiring managers.
  • Finalize and open vacancy announcement in USAJobs.
  • Evaluate candidates and update application status in Hiring Management Enterprise System.
  • Issue selection certificate(s) to hiring managers.
  • Prepare and issue tentative offer letter to selectee(s) stating conditions of employment (e.g., background check, scheduling drug testing, suitability adjudication, pre-employment physicals).
  • Conduct pay and incentive negotiations in coordination with, and input from, the hiring manager.
  • Establish entry on duty (EOD) date.
  • Prepare and issue final offer letter to selectee(s).
  • Conduct self-audits and Delegated Examining assessments.

Operational Services Division

Mission

The SSC Operational ServicesDivision (OSD) administers the Federal Human Resources Program as it pertains to Benefits & Work Life Programs, Personnel Processing and Record Keeping. This division is responsible for advisement, processing and review of the comprehensive federal benefits, entitlements, and worklife services; all personnel processing and records keeping; and providing quality, responsive, and innovative products and services.

Functions

Benefits Programs

  • Provide guidance and consultation to current and former employees, annuitants, survivors and eligible family members on the retirement and insurance programs
  • Provide detailed program advisory services on insurance programs (life, health, dental, vision and long term care insurances) and Flexible Spending Accounts
  • Provide advisory services and guidance on retirement programs to include the Thrift Savings Plan
  • Provide program information and materials to employees for plan comparative guidance
  • Process all retirement applications in accordance with OPM regulatory guidance for submitting healthy retirement packages within the required timeframe
  • Prepare annuity calculations estimate requests for employees who are planning to retire
  • Provide advisory services on service credits (civilian and military) for retirement and leave purposes
  • Process service credit applications for retirement service credit
  • Review and certify Benefit Election Forms for new enrollments and qualifying life events
  • Designation of Beneficiary Forms – Review, certify, complete and distribute forms; process hard copy for input to eOPF Survivor Claims
  • Process death-in-service and survivor claims in coordination with onsite Human Resources Business Partners
  • Resolve erroneous retirement errors in accordance with FERRCA relief regulations
  • Records Management ensure that all benefit related forms are uploaded into employees’ records (e-OPF)
  • Conduct self-audits

Processing

  • Validate, input, and perform quality control of data to DOE Corporate Human Resources Information System (CHRIS), electronic Official Personnel Folder (eOPF), and other government-wide systems
  • Process actions – Authenticate, approve and process all actions in CHRIS, eOPF, etc.
  • Mass processing – Prepare requisite spreadsheets for non-SES performance awards processing by CHRIS team
  • Support OPM/DOE audits, assessments and assist visits related to personnel actions and records management; provide requested documentation and data to servicing HR Specialists; respond to inquiries; provide administrative support as necessary; take corrective action as required
  • Generate various suspense reports, such as Within Grade Inceeases (WIGI), probationary period expiration, etc., and process related personnel actions
  • Generate workforce reports
  • Conduct self-audit reviews

Recordkeeping

  • Establish and maintain official personnel records, including paper and electronic versions
  • Establish eOPF for new appointees and maintain eOPFs in accordance with OPM guidelines
  • Request Official Personnel Folders for former federal employees from the National Archives and Records Administration and for transferred employees from other federal agencies
  • Merit Promotion – Maintain electronic case files and ensure they are up to date and accurate
  • Delegated Examining – Maintain OPM delegated electronic case files and ensure they are up to date and accurate
  • Conduct employment verifications upon request