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Supervisor - Site Administrators

7 months ago

Fort McMurray, Canada Fort McKay Group of Companies Full time

At Fort McKay Group of Companies LP we are committed to ensuring “no harm” to our most valuable asset - people. We achieve this by: promoting personal safety amongst the workforce; striving for excellence in Safety Performance by making continuous improvement an essential component of our Health, Safety & Environment management systems; we believe the safety is everyone’s responsibility and can only be achieved through the active participation of everyone within the organization. We are devoted to making “SafetyOur Way of Life”.

**Summary**:
Reporting directly to the Operations Controller, the Supervisor - Site Administrator, is responsible for training and supporting all site administrators who perform either time entry and/or billing for all Fort McKay Group of Companies (FMGOC) divisional contracts with an overall responsibility for efficient and accurate processing of time entry into the Dayforce Time Entry System for hourly employees for payroll processing. Also, supporting and training site administration to ensure they are compiling and entering data into billing and Dayforce WFM system to create daily, weekly, bi-weekly, monthly invoicing as contractually required for multiple clients.

The incumbent is to conduct all activities in a manner that supports the mission, vision, and values of the FMGOC.

**Key Focus**:
Time Entry DayForce Workforce Management (WFM) Responsibilities:

- Strong understanding of FMGOC Pay Policies, Holiday Policies, and Shift Rotations.
- Strong understanding of FMGOC Contracts as it relates to billing and timekeeping.
- Strong understanding of DayForce WFM and reporting features.
- Strong understanding of all WFM work instructions and quick reference documents.
- Responsible for maintaining and updating all WFM work instructions and quick reference documents.
- Responsible for ensuring site admins are well trained and knowledgeable on Dayforce Time Entry Processes, Procedures, Pay Policies, Holiday Policies, and Shift Rotations.
- Responsible for ensuring site admins are well trained and knowledgeable on the relevant billing system for the various FMGOC Contracts. Specifically, Fieldglass and Maximo are the client software used in the billing process.
- Responsible for supporting Timekeeping and Billing Site Administrators in obtaining information required to complete their tasks quickly and effectively.
- Responsible for scheduling vacation/time-off coverage for Timekeeping and Billing Site Administrators
- Ensure that Site admins enter and reconcile time entry and billing daily. And that the site admins perform a daily pay to bill reconciliation.
- Ensure that site admins satisfactorily investigate variance on pay to bill reconciliations on a Biweekly and Monthly basis.
- Supervise site admins daily reconciliation of totals in Dayforce to totals for Sign in Sheets/LEMS.
- Investigate employee payroll queries regarding hours missed, or hours over paid and communicate the mistakes to corporate payroll.
- Responsible for overseeing all retroactive timekeeping adjustments for hourly employees.
- Secures information by completing database backups.
- Maintaining relationships with Corp. Services departments such as Payroll and Operations.
- Stay abreast of changes that are coming up in the organization. Translating new contracts, Alberta Labour Standards, other organizational changes which impact pay policies, shift schedules etc. into training and work instructions that will support time entry and billing.
- Identify issues from other departments that are impacting the site admins doing their job and escalating them to senior management.
- Score Card - tracking metrics and KPI’s on stages of the data entry process from imports to exports. I.e. Termination Forms, Data entry issues.

**Work Force Management System Responsibilities**:

- Internal Control
- Authorizes the Daily Time Entered after verifying that Site Timekeeping Admins have reconciled the Dayforce Time Entry to the Source Documents, i.e., Sign in Sheets, Swipes, or LEMS.
- Complete pay to bill reconciliations and review discrepancies
- Manage Shift Rotations In the Dayforce System:

- Regenerate Shift Rotations when shift change notifications are back dated.
- Update Offset for generic shift rotations.
- Manage Retroactive Pay Adjustments for Hourly Employees.
- Manage master data templates

**Supervisor Responsibilities**:

- Participate in the recruiting of Site Administration - Timekeeping and Billing Positions.
- The Site Admins, Timekeeping and Billing, reports directly to the Supervisor, Site Admins, who will mentor and coach Site Admins for Billing and Timekeeping in performing their daily duties.
- Carry out annual performance appraisals on Site Administration Timekeeping and Billing.
- Develop ad hoc reports required by the Operations Controller and Operational Managers.

**Knowledge and Skill Requirements**:

- Grade 12 Diploma Required
- 5+ years of supervisory experience.
- BComm, other f