Timekeeping Specialist

**Job Description**:
Reporting to the Manager of the Centralized Workforce Scheduling and Timekeeping, the **Timekeeping Specialist** will require a level of knowledge that allows them to successfully analyze timecards and validate what has been requested is accurate and reconcile when appropriate. They are responsible for correcting incorrect values and providing education. Ensuring timekeeping is accurate and is in alignment with policy, collective agreements, and ESA.

This position is accountable for demonstrating complete timekeeping skills including, but not limited to a daily review of employee timecards, reconciling regular time, action requests, manually flex timecards, review accuracy of premiums and cost center, and make any adjustments or corrections to ensure employees are paid correctly. Conduct secondary audits throughout the pay period and at pay close period to review various transactions and proactively investigate and rectify discrepancies.

Point of contact for all pay inquiries for employees and responsible for conducting reviews into timekeeping discrepancies and provide recommended corrections to Human Resources. Provide ongoing training and customer service to both employees and leaders to ensure they understand how they read their timecards and understand their pay inquiries and reinforce pay timeline expectations.

**RESPONSIBILITIES**:
Analyze and Reconcile Timecards (timekeeping)
- Analyze and reconcile timecards by ensuring requests translate to timecards, adding/adjusting premium breaks, correctly paid hours, ensuring partial shifts with time off are correct total hours, manually adding shift premiums, changing coding on On-Call shifts that were swapped, changing cost centers, remove regular hours when OT approved, reconcile standby
- Accountable to ensure coding on all shifts (i.e., coding modified sick vs. modified WSIB) are accurate as multiple inputs go into the system (i.e., employee, leaders, short call, etc.)
- Analyze timecards and lead timekeeping investigations/ corrections and provide recommendations for correction to HR
- Retract or adjust incorrect approved requests and provide education to the customer on how to correctly enter their request
- Validate OT requests are transferring onto timecards
- Escalate issues to ensure timely resolution

Customer Service and Communication
- Identifies timecard discrepancies and works with HR and/or leaders/employees to rectify and provides solutions to prevent future similar incidences
- Builds and maintains a strong relationship with employees and leaders including acting as a single point of contact for timekeeping inquires
- Provide unit in-service sessions to support and/or educate employees

Run Audits
- Run daily audits and pay period end audits to proactively identify timecard discrepancies and make corresponding corrections
- Receive inquiries and run corresponding audits to understand why there may have been an error and provide follow-up explanations to the customers
- Work with Human Resources to ensure employee timekeeping corrections are processed promptly

Prebooking
- Provides assistance to the scheduling specialists by reviewing the console and identifying areas that require text messages for upcoming staffing needs
- Generates the needs and runs pool based on whether over time has been approved and accurately record who has been text messaged
- Updates employee’s schedules with shift, as per the text out process.
- Supports the Online Shift Selection process by inputting employees into shifts they have selected

Union Interpretation

**QUALIFICATIONS**:
Education:

- College diploma in Business Administration, Finance, or Human Resources, required

Experience:

- 1-3 years’ experience working in a scheduling and timekeeping environment and knowledge of relevant processes and technology (i.e., Kronos, ESP, Dimensions).
- Previous experience within a support service environment with an understanding of Collective Agreements and scheduling rules, in a hospital environment preferred.
- Working knowledge of Quality Improvement methodologies or LEAN principles.

Competencies:

- Excellent interpersonal and customer service skills.
- Ability to engage customers in a timely and sensitive manner, align and deliver outcomes within established timeframes.
- Experience facilitating sessions with staff and leadership teams.
- Understand and implement Human Resource and Payroll policies essential
- Demonstrated good attendance and performance records with the ability to maintain these same standards.
- Demonstrated decision making and problem-solving skills following relevant process and policy.
- Ability to maintain confidentiality.