Operations Timekeeping Specialist

• 09-Feb-2023 to 06-Mar-2023
• - Operations
• Bellingham, WA, USA
• $5,681 - $7,613/month
• Salary
• Full Time
• medical, dental, vision, pension plan, tuition reimbursement, and more! To view the compensation and benefits document copy this URL into your browser address bar: https://exacthire-files.s3.amazonaws.com/WTA_CompensationandBenefitsNonRep.pdf

Applications are due by 9:00pm on March 6, 2023. In person interviews are tentatively scheduled to be held on March 10, 2023.  

The Operations Timekeeping Specialist fills a key role in the agency by ensuring consistent, accurate, and timely timekeeping processes for Operations employees. Additionally, this role will work with the Operation Department to search for records, process requests, and comply with regulations.

Please submit a cover letter and resume (cover letters are submitted in the same location as resumes). Your cover letter should address why you are interested in this position and what makes you a good fit for this role.

COMPENSATION:

Full pay range is $5,681 - $7,613/month (2023 rates). The salary listed is the full budgeted range. Step placement upon hire will be evaluated based on the candidate's years of relevant experience.

JOB SUMMARY:

The Operations Timekeeping Specialist serves a key role in Operations management processes including timekeeping, workforce management application training and support, public records, video requests and retention, and customer comment responses. This position is responsible for overall timekeeping for Operations employees whose time is processed through out workforce management system including daily timekeeping verification, pay period finalization, and coordinating with Human Resources (HR) on confidential payroll and leave matters.

This position focuses on process improvements and providing a positive employee experience. Serves as the subject matter expert for WTA's integrated operations and workforce management software. Documents and implements workflow improvements. Provides training and support for users of the timekeeping systems. Utilizes discretion and independent judgement in the regular course of duties.

ESSENTIAL JOB FUNCTIONS:

1. Processes timekeeping records for employees in WTA's workforce management application.

• Validates and updates daily timekeeping entries. Finalizes, verifies, and approves timekeeping records for each payroll cycle.
• Ensures and verifies accuracy and consistency of timekeeping records for Payroll's final timekeeping file.
• Tracks employee leave and accruals to ensure accurate leave entries in the timekeeping system. Ensures compliance with all WTA policies, collective bargaining agreements, and State and Federal benefit and leave regulations. Maintains strict confidentiality related to employee data, payroll information, and leave usage.
• Investigates and leads resolution efforts for timekeeping errors. Recommends or conducts adjustments for process improvements. Processes payroll corrections, as needed.

2. Serves as a subject matter expert on data flow within WTA's workforce management application.

• Coordinates and supports data flow through the workforce management application, including managing employee demographic information, and timekeeping inputs and outputs with other systems.           
• Organizes, coordinates, and delivers training for Operations staff, including Dispatchers, on timekeeping related matters.
• Serves as the primary point of contact for timekeeping related questions for Operations staff.
• Coordinates with HR Department for timekeeping and payroll needs including participation in HR Department efforts, training, and meetings. Works closely with the IT division to document and test related software upgrades.
• Creates, develops, and maintains technical and user documentation, for timekeeping systems and internal WTA processes.
• Maintains timekeeping manuals with detailed documentation for backup timekeepers.

3. Provides administrative support to the Operations division.

• Supports Operations management with Public Records Requests, including video and other record gathering. Serves as backup for communication with requestors.
• Supports Operations Records Management efforts with retention and disposition of records according to State and Local Government Record Retention Schedules.
• Maintains records in accordance with the Public Records Act and assists with audits, as necessary.
• Processes video requests in response to customer comments, staff requests, events/incidents, and files for appropriate record retention.
• Processes complaints, comments, and suggestions about services and routes from the public; forwards information to the appropriate department supervisor, investigates and responds, as needed.

ADDITIONAL JOB FUNCTIONS:

1. Supports Operations Management team as needed.
2. May provide backup support for application of WTA's Drug and Alcohol Abuse Prevention Program, including scheduling and tracking employee random drug tests.
3. Receives on-going organization training on issues related to the position (e.g., CPR / First Aid, Passenger Relations, etc.)
4. May attend offsite conferences or trainings.
5. May work during non-business hours as needed or assigned.
6. Performs other related duties as assigned.

QUALIFICATIONS:

To perform this job successfully, each essential function must be performed satisfactorily. The requirements listed below are representative of the knowledge, experience, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Knowledge of:

• Public transportation scheduling principles, practices, and systems.
• Principles and practices of the payroll functional area.
• Current local, state, and federal leave laws.
• Proficient with Microsoft Office Suite or similar software.
• Excellent written and verbal communication skills.
• Excellent organizational and time management skills.
• Basic labor contract interpretation principles.

Ability to:

• Analyze problems, and take initiative to plan and organize, and complete projects with timelines.
• Exhibit research, analytical, and critical thinking skills; exercise independent judgement.
• Read, interpret, understand, and utilize rules, regulations, policies, and procedures.
• Operate under direct, but limited supervision and make decisions, assume responsibility, and analyze and think through problems
• Apply high attention to detail to ensure accuracy of work product.
• Work independently and with a team to prioritize workload/schedule to meet deadlines in an environment of frequent interruptions.
• Be adaptable, flexible and tolerate stress.
• Communicate effectively, both orally and in writing; explain technical information or processes to non-technical users or audiences.
• Work effectively with employees at all levels of the organization, outside agencies, and with the public. i.e., good internal/external customer service skills.
• Demonstrated skill in using spreadsheets, word processing, dispatch applications, and database management software.
• Gather data/records for analysis during bargaining sessions as needed.
• Maintain strict confidentiality of WTA records and employee information.
• Occasionally work outside business hours and on weekends as required, especially around payroll cycles and travel.

Skills to:

• Train users on timekeeping systems and processes, individually and in small groups.
• Write clearly and concisely for multiple audiences, for documentation purposes and general communication needs.
• Audit large pools of data and process detailed multi-faceted data accurately.
• Manage competing requests and deadlines with skilled priority-based organization and defined task tracking methodology.
• Plan and lead meetings and present data and make recommendations relevant to job duties.

WORKING CONDITIONS, TOOLS, AND EQUIPMENT: Duties performed primarily in an office environment but also require driving or traveling to meetings, seminars, etc. Typical office equipment used to accomplish job tasks, computer, printer, photocopier/scanner, calculator, and telephone. Incumbent must be available to work outside business hours occasionally to meet timekeeping and payroll deadlines.

Education and Experience:

• High school diploma or equivalent required. Associates or bachelor's degree, preferred.
• Three (3) years' experience with complex timekeeping or data managements systems, required.
• Two (2) years' experience with public transportation and customer service preferred.
• One (1) year of experience providing support or training for a data application, preferred.
• Other combinations of education and experience, which would provide the applicant with the desired skills, knowledge and ability required to perform the job may be considered.

License or Certificates:

• Valid Washington State driver's license at time of hire.
• Must pass a comprehensive background check.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly sit, talk, listen, and use hands.
• Travel to WTA site locations, meeting, and training.
• Occasionally reach with hands and arms, stoop, kneel, crouch or crawl and lift or move up to 30 pounds at a time.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

SPECIAL REQUIREMENTS:

Participation in the WTA's Drug and Alcohol Abuse Prevention Program is a requirement of employment. A background check to include criminal and driver's record will also be performed.