Administrative Assistant

City of Houston•8000 N. Stadium, TX

1d•Onsite

About The Position

The Administrative Assistant – Timekeeping provides administrative support for the Houston Health Department’s timekeeping and payroll-related functions for approximately 1,015 City of Houston employees. The position works with employees, supervisors, Budget staff, Human Resources, and Payroll Services to ensure time is accurately recorded, reviewed, corrected, and submitted by payroll deadlines. It requires strong organization, attention to detail, sound judgment, discretion with confidential employee information, and the ability to research and resolve timekeeping issues while providing responsive customer service. The role primarily takes place in a professional office environment and involves extensive use of a computer and City information systems. The employee must manage recurring deadlines and high-volume payroll periods. As an essential position for departmental payroll operations, it may require work outside normal business hours, including evenings, weekends, and holidays, to meet payroll close deadlines or support emergency activations, disaster response and recovery, and other continued City operations. A flexible schedule may be required when operational or payroll needs call for additional coverage.

Requirements

Bachelor’s degree in Business Administration, Liberal Arts, or a related field; professional administrative experience may substitute for the education requirement on a year-for-year basis.
One year of administrative experience is required.
Strong attention to detail and commitment to accuracy.
Ability to identify discrepancies, research issues, and follow problems through resolution.
Strong organizational and time-management skills, including the ability to prioritize work and meet recurring deadlines.
Ability to maintain confidentiality and appropriately handle sensitive employee and payroll information.
Strong written and verbal communication skills.
Ability to explain processes and procedures clearly to employees and supervisors.
Ability to provide effective training and one-on-one assistance to system users.
Ability to establish and maintain effective working relationships with employees at all organizational levels.
Proficiency in Microsoft Office applications, particularly Excel and Outlook.
Ability to learn and effectively use City information systems, including MyCOH.
General knowledge of payroll and timekeeping practices, policies, procedures, and applicable wage-and-hour requirements.

Nice To Haves

Experience reviewing timekeeping, payroll, financial, or other detailed employee records.
Previous experience performing payroll, timekeeping, or attendance administration for a large organization.
Experience reviewing and processing time records for a high volume of employees.
Experience using MyCOH or another automated timekeeping, payroll, Kronos, HRIS, or ERP system.
Experience researching and resolving payroll or timekeeping discrepancies.
Intermediate or advanced Microsoft Excel skills.
Experience working with confidential employee or payroll information.
Experience training employees or supervisors on timekeeping, payroll, or other administrative systems.
Eligible veteran applicants may receive preference, subject to the stated qualifications and selection conditions.

Responsibilities

Administer and maintain departmental timekeeping activities using the City of Houston’s MyCOH system for approximately 1,015 employees.
Work with Budget staff to review timesheets and timecards for accuracy, completeness, appropriate approvals, and compliance with payroll deadlines.
Identify, research, and help resolve timekeeping discrepancies, including missing or incorrect time entries and other payroll-related issues.
Make authorized corrections and adjustments to employee time records to support accurate and timely payroll processing.
Assist employees and supervisors with preparing, reviewing, correcting, and approving timesheets and timekeeping records.
Coordinate with Payroll Services and Human Resources to research and resolve payroll and timekeeping concerns.
Assist management with periodic reviews and audits of timekeeping and payroll data to identify errors, inconsistencies, missing information, and other issues affecting payroll accuracy.
Monitor timekeeping activities and follow up with employees and supervisors about incomplete, outstanding, or incorrect records before payroll deadlines.
Provide training, guidance, and hands-on assistance to employees and supervisors using MyCOH and completing timekeeping functions.
Maintain confidentiality when handling employee, payroll, and other sensitive information.
Communicate professionally with employees, supervisors, management, Human Resources, Payroll Services, Budget staff, and other internal departments about timekeeping and payroll matters.
Assist with reports, documentation, recordkeeping, and other administrative timekeeping activities.
Perform other related administrative and timekeeping duties as assigned.
Work extended hours, weekends, holidays, or alternate schedules when needed for payroll deadlines, emergency activations, disaster response and recovery, or continued City operations.