Timekeeping Associates- Scheduling Office (GEN)

Scarborough Health Network • Granbury, TX

1d • CA$31 - CA$36 • Onsite

About The Position

As a key member of the Scheduling & Workforce Optimization team, the role of a Timekeeping Associate centers around the meticulous tracking and recording of employee work hours, ensuring time cards are ready for accurate payroll processing and compliance with Collective Agreements and employment laws. Reporting to the Manager, Scheduling & Workforce Management the incumbent acts as a cornerstone in the Scheduling & Workforce Optimization Office, facilitating smooth operations by maintaining precise records of attendance, including overtime, vacations, leaves of absence, etc. By leveraging our best in class Human Capital Systems Workday, Vocantas and UKG, the Timekeeping Associate supports the organization by providing timely and accurate data, enabling informed decision-making, operational efficiency and accuracy in pay. The responsibilities extend to collaborating with key stakeholders within the Scheduling and Workforce Optimization Office, and other key areas such as, the Human Resources and Finance teams. The Timekeeping Associate is responsible for tracking employee time entries, administering paid time off, and ensuring that employees’ hours are properly recorded. The Timekeeping Associate role is crucial for verifying employee hours, ensuring accuracy, and ensuring that the company stays compliant with policies and procedures.

Requirements

• High school diploma.
• 2-3 years of experience in timekeeping.
• Knowledge of employment and labour laws.
• Demonstrated understanding of timekeeping systems and calculations.
• Excellent knowledge of computer software like Outlook, MS Word, Excel, and PowerPoint.
• Expert UKG knowledge.
• Unionized environment.
• Healthcare an asset.
• Strong attention to detail and accuracy.

Responsibilities

• Reviewing and analyzing employee timesheets: The Timekeeping Associate reviews and audits the hours worked by the employees.
• Administer Paid Time Off: The Timekeeping Associate is responsible for reviewing employee Paid and Unpaid Time Off accruals and usage.
• Ensure wage and overtime compliance: The Timekeeping Associate must understand and be able to decipher pay requirements set by relevant employment laws and Collective Agreements.
• Auditing employee hours: The Timekeeping Associate is responsible for reviewing timesheets to ensure accuracy, verify proper pay with overtime review and approve time clock entries, and maintain audit trails.
• Payroll Integration: Working within the UKG system for employee time tracking with a keen eye for detail and comprehensive knowledge of both timekeeping (UKG) and payroll (Workday) systems to avoid discrepancies and maintain accuracy.
• Employment and Collective Agreement Compliance: Plays a critical role in adhering to the Employment Standards Act, 2000, and Collective Agreements by tracking and managing employee hours.
• Data Analysis: By examining extensive time-tracking data, Timekeeping Associates can uncover patterns and workflow inefficiencies. Their ability to interpret complex datasets into practical insights is essential for optimizing Health Human Resources distribution and keeping projects aligned with schedules and budgets.
• Analyze employee time and attendance data and quickly identify discrepant information.
• Ensure that timesheets are properly maintained and filed in accordance with applicable laws and respective collective agreements.
• Maintain reports on employee time, absences, and other related metrics.
• Ensure all timecards are accurate and ready for payroll processing within timelines.
• Review timecards and tapping in and out of shift records.
• Monitor accrual balances for all employees.
• Review and monitor the start and end times of shifts, breaks, and overtime for all employees to ensure accurate payroll processing.
• Coordinate with department managers to verify employee attendance, absences, and time off requests, ensuring compliance with SHN policies, employment laws and collective agreements.
• Maintain and update timekeeping in the UKG system and other databases with employee information, including shift swaps, schedule changes, attestation requests, and leave balances, etc.
• Prepare and distribute detailed reports on employee hours worked, absenteeism, tardiness, and other time-related metrics for management review.
• Resolve discrepancies in time records by collaborating with the Scheduling and Workforce Optimization team and key stakeholders to correct errors and ensure accurate files are sent to payroll for processing.
• Train new employees and managers on the use of timekeeping software (UKG), including how to clock in/out, view schedules, and report issues.
• Update timecards with historical corrections in cases of pay discrepancies, following established timelines.
• Audit historical timekeeping data as needed for compliance with employment laws and Collective Agreements and internal policies, identifying and addressing any inconsistencies or violations.
• Other duties as assigned.

Benefits

• Defined Benefit pension plan through the Healthcare of Ontario Pension Plan
• Comprehensive insured benefits package including health and dental benefits
• New Graduate Initiative Enroute Program
• Critical Care Sponsorship Program
• Employee Discount and Incentive Programs
• Employee and Family Assistance Program (EFAP), along with other comprehensive wellness offerings, including our Spiritual Care team of registered psychotherapists for spiritual, religious or emotional care; mental health supports; and on-site wellness rounding
• Recognition events
• Leadership Development and Learning Programs
• Tuition Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED