Time & Attendance Clerk

🗏Job Type

Full Time

MAIN JOB PURPOSE:
Provide Technical and Process support to end users of the Timekeeper system on site. This includes, but is not restricted to, the training of users. Creation and management of TK system rules, shift contract rules and benefits and employees’ master-data across the site. Manage Temp Recruitment end to end, track minimum threshold of temporary labour for site and ensure that numbers are maintained at agreed resourcing levels. Introduce a sustainable plan for managing the movement of temps into the business and manage employee movements/ terminations from payroll.

JOB SUMMARY
Set-up new TK users on the system and allocate appropriate user profile for TK e.g. shift scheduler/ approver profiles for those who manage employees’ who clock using specific Bio-Metric readers to record their actual time on the line (not Access control readers)
Ensure the smooth running of TK to ensure that Time related data is processed timeously as per monthly payroll calendar requirements and sent to payroll for processing. Hold Line Managers accountable for them not actioning time related data in line with payroll calendar deadlines, which would negatively impact employees pay
In-Activate Approvers / Shift Scheduler TK profiles when they exit site, or change roles which no longer require these profiles in the TK system
Maintain and Create TK contracts rules and benefits in line with Union site Agreements
Create, Test and obtain sign-off of changes made to TK Hierarchy before moving to live system
Train users on TK record employees’ finger Prints to activate access to TK, for Time recording and Access control system on site
Run weekly and end of Month ‘audit report’ of system to monitor TK time created, but not actioned by approver
Do follow reminder with approver to action in TK, before payroll deadlines, and ensure consequence of non-action by approver, is fully understood by them timeously including payroll cut-off
Investigate, and perform route cause analysis for escalated/ identified TK system problems. Take appropriate corrective action to resolve. If a Technical problem beyond scope of this role, issue to be Logged as an incident with the service provider for them to send a consultant to resolve issue, within the agreed SLA’s / TAT’s
Audit TK user licenses on a quarterly basis

Identify if problems on site, are being experienced, high volume of con-current users vs. number of active license’s held for Shift Schedulers
Identify where this is happening and why, and propose solution to site users’, accessing system at different times of the day, to facilitate availability of system, and remove number of concurrent users at any time of day to meet licensing constraints
Perform regular analysis of number of concurrent user issues on site, on an ongoing basis, and provide analysis to IT, in support of request for additional license’s needed, or if Number of licenses required on site, can be reduced to concurrent Shift Scheduler users, to save costs
Ensure that System rules / benefits are in line with, or better then BCA legislation requirements to safe guard Unilever, highlighting immediately to HR Manager any concerns or anomalies before setting up of new rules in system is completed

Administration:
Capture request for all categories of Leave, as per authorised Leave forms received. Including:
Paternity / Special Leave
Compassionate Leave
Study/Exam Leave
Annual Leave (Paid and Unpaid Leave) etc
Manage Annual Leave to be forfeited/ en-Cashment process for site, as per agreed timelines from T&A Team Leader Head Office, in line with Unilever Leave en-cashment policy
Ensure deadlines are met, as per advised timelines for payroll processing
Ensure site employees / managers are aware of process timelines and their actioning any annual / accumulated leave requests they have, prior to advised deadline/cut-off Date
Ensure System/employee data is clean and accurate prior to info being sent to payroll for payment of valid leave balances, as per policy
Investigate / respond to any queries raised, by employees / line managers timeously

Temp Recruitment:
Record all employee changes in the HR-T payroll/ HR system to ensure that employee data is always current and correct pay data is processed in HR-T payroll system
Understand site production requirements and ensure that the appropriately skilled and competent temporary employee is available when required, in line with line manager request
Onboard temporary employees prior to commencement of employment
Generate relevant letters for employee and ensure sign (by employee) copy is retained on file
Facilitate required activities for all movements i.e. site medicals / SHEQ etc
Track temporary employee contract end dates, and notifying employee and line managers 2 weeks prior to expiry of contract to ensure exit from payroll is actioned in HR-T system timeously, or contract is extended as required
Action termination of contract of employment in HR-T system timeously, to ensure no overpayments are made
Obtain Timekeeper T&A data from T&A officer, Unauthorised absences, Overtime / Upgrades etc, to be paid to employee for termination month and submit same to HR-T for payroll processing
Capture all approved leave forms for Factory Temp employees’ into i.Browse Leave and Accrual system timeously
Resolve any payroll issue between Employee / line manager / HR-T (Outsourced Payroll provider) as required
Primary contact with HR-T payroll providers
Generate reports for site Management from HR-T system, as per reporting Calendar / ad-hoc Requests
Ensure Temp employee master data is always accurate and up to-date
Distribute payslips to temp employees as required
Filing and storage of temporary employee documentation in line with legislation requirements
Coordinate Temps across respective factories and find synergies where feasible across coastal sites
Manage Temp pool across Boksburg Factory Site
Support over time and absence analysis of employees on site for Temp pool
Facilitating Data Analysis of Payroll costs and service fees for Inland and Coastal
Coastal data analysis: assisting DS with insights and checking accuracy of Data populated by DS. Upskilling the DS in terms of the Temp perm analysis and what the different salary types mean
Facilitating the gathering on data for Inland and Coastal sites – to create reports that are sent to HRVP/ HRLT

Project Flex
Ownership and rolling out of a flexible payroll for Boksburg
This involves meeting with the programmers to create payroll codes on the Time and attendance system
once the codes are created action site test payroll roll-out. Once successful then roll out on all sites that have temps will begin
Ensuring that this time and attendance change is actioned correctly with HR Torque payroll
Ensuring that the Boksburg payroll and salaries are calculated correctly
Achievement of the above will result in:
Direct cost saving (this will be a reliable accurate way of paying temp employees, as they will be paid for the hours they work, and not as per current processes of in arears)
Creation of flexibility when managing temps (Example: Temps will be able to be brought in for quick assignments related to the volume requirements of the factory allowing for a more dynamic solutions)

KEY REQUIREMENTS
Matric/ Grade 12 and 2 years’ Time and Attendance working knowledge and experience is essential
*Must understand computer systems and programs and enjoy the challenge of maintaining system integrity at all times, performing route cause analysis of Software or Hardware trouble shooting
*Must work autonomously, with minimal supervision
*Must be able to communicate with all levels of employees i.e. Senior Management, Engineers, Blue Collar workers, Office Admin, and Shop Stewards, etc) in a professional and knowledgeable manner at all times, instilling confidence as a trusted Advisor
Timekeeper Super User technical and processing knowledge will be an advantage
*Must have end to end Temp Recruitment experience within FMCG - Blue Collar


Apply Here http://bit.ly/2Qr4Fy9

Job id : , #74699, 895 views,

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