College Timekeeper

College Timekeeper

Harold Washington College

City Colleges of Chicago’s vision is to be recognized as the city’s most accessible higher education engine of socioeconomic mobility and racial equity – empowering all Chicagoans to take part in building a stronger and more just city.  The community college system’s more than 3,500 faculty and staff serve more than 60,000 students annually at seven colleges and five satellite sites.

 

WE OFFER: Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

PRIMARY OBJECTIVE

Reporting to the Director of Payroll, a College Timekeeper reviews, audits, and maintains electronic timekeeping records and files to track employees’ time and attendance and supports the timely processing of payrolls and issuance of payment to faculty and full- and part-time union, non-union, and management employees in compliance with CCC policies and procedures and union contract provisions.  

College Timekeepers use CCCWorks time and attendance application and PeopleSoft HCM to monitor and process employee timesheets and certificates of attendance (COAs); ensure accuracy of reported work hours; review union contract provisions to verify appropriate rates of pay and leave time; and work with managers to ensure appropriate reporting of hours and submission of timesheets for payroll processing.  Perform related duties as required.

ESSENTIAL DUTIES

• Reviews and audits employee time entries on CCCWorks and faculty time entries on the certificate of attendance (COA) SharePoint site; verifies accuracy and completeness to ensure scheduled work hours and paid time off are maintained.
• Reviews on a daily basis payroll report and check register files provided by District Payroll for proper coding of time records, accuracy of data entry, and validation of submissions.
• Monitors timesheet entries on CCCWorks daily for accuracy and completeness.  Contacts employees and managers regarding missing and incorrect time swipes, late submissions, and time off discrepancies to ensure timely and accurate timesheets for bi-weekly payroll processing.  
• Reviews faculty and adjuncts timesheet entries on COA SharePoint site; notifies managers of errors and requests resubmission of timesheets for processing.  
• Reviews and ensures certificates of attendance (COAs) contain accurate pay codes by comparing against all-timesheets SharePoint report provided by District Office.
• Enter timesheets into PS HR time and labor application for employees in specific departments including Adult Education, Middle College, and Lecturer-Vocational.
• Trains new hires on how to use CCCWorks or COA SharePoint timesheet platform that corresponds to their job title – CCCWorks or COA SharePoint; provides handouts for reference.
• First point of contact for employees with timekeeping questions.  Assists with resolving issues relating to adjusting or amending time records, use of paid time off (PTO), and leave balances.  Refers union employees to their respective union contracts for further clarification.   
• Works with managers to request employee overrides to ensure time is entered correctly; monitors employees’ adherence to assigned work schedules; and ensures the timely approval of timesheets to meet bi-weekly payroll deadlines.
• Responds to inquiries and assists faculty and adjuncts in completing and submitting timesheets on COA SharePoint site and preparing and submitting faculty substitute pay forms.
• Updates PSHUP (Paysheet Upload Process) records on Excel, based on approved substitute pay forms submitted by faculty and adjuncts; submits PSHUP records with support documentation to District Payroll for processing.    
• Refers inquiries from faculty and adjuncts regarding compensation and contract pay to District’s Payroll Department, college’s HR Department and Offices of Instruction or Academic Affairs. 
• Creates and maintains Excel spreadsheet to track bank of available paid excused absences and usage per pay period for adjunct faculty; verifies usage data using District Payroll report.  
• Researches and responds to employee inquiries relating to pay rates, salary levels, paid time off, and leave accrual banks.  Reviews employee HR accounts on CCCWorks; may reference appropriate union contracts for language regarding paid and unpaid time off; overtime rules; and general pay related matters.       
• Forwards employees’ payroll inquiries relating to garnishments, docking of pay, paid time off discrepancies, direct deposit, federal and state tax allowance changes, and related inquiries to District Payroll for response and resolution.
• Escalates issues to District Payroll for assistance in resolving issues as needed; receives guidance and applies instructions on processes for resolving issues; remains aware of new and revised timekeeping procedures and changes to CCCWorks and COA SharePoint.
• Generates various reports from CCCWorks.  
• Performs related duties as required.

REPORTING RELATIONSHIPS

Reports To                       Director of Payroll

Direct Supervision          None

 

QUALIFICATIONS

• One year of timekeeping, payroll, or HR work experience OR one year of clerical and data entry experience in a fast-paced work environment

OR  

• An Associate’s degree from an accredited college or university OR completion of 60 college semester hours
• Must be responsive and adaptable to a fast-paced environment. 
• Knowledge of CCC’s time and attendance policies and procedures
• Understanding of union contract language applicable to salary, pay rates, salary increases and leave. 
• Understanding of timekeeping processes using CCCWorks and certificate of attendance (COA) on SharePoint
• Excellent customer service, interpersonal and communication skills
• Strong problem-solving skills
• Strong organizational and time management skills
• Ability to maintain confidentiality of timekeeping records. 
• Ability to work with and relate to a culturally diverse student body and staff.
• Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint)

 

 

 

The intent of this job description is to provide a general description of the duties and responsibilities of this position.  It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the necessary qualifications to perform the work.

 

 

Additional Information