Position Summary

The Payroll & Timekeeping Coordinator is responsible for reviewing employee timecards for accuracy and completeness before payroll processing. This position will identify and resolve timekeeping discrepancies, including missed punches, duplicate entries, incorrect hours, overtime, and California meal-period issues.

The position will also provide data-entry, record-keeping, and administrative support to the payroll department. The ideal candidate is highly detail-oriented, dependable, organized, comfortable working with confidential employee information, and able to identify errors before they become payroll problems.

Essential Responsibilities

Timecard & Payroll Review

- Review employee timecards for accuracy and completeness before payroll deadlines.
- Identify and follow up on missed punches and incomplete timecards.
- Look for duplicate hours, duplicate entries, incorrect job/location coding, and unusual time entries.
- Verify regular hours, overtime, double time, PTO, sick time, and other applicable hours.
- Compare timecards against schedules, assignments, and available supporting documentation.
- Review California meal-period compliance and identify potential meal-premium situations for payroll review.
- Flag discrepancies and obtain appropriate corrections or approvals.
- Perform a final quality-control review before payroll is submitted for processing.
- Maintain documentation of corrections and approvals.

Data Entry & Record Keeping

- Enter employee timekeeping and payroll-related information accurately.
- Maintain organized electronic and physical payroll records.
- Update spreadsheets, reports, employee records, and tracking logs.
- Maintain accurate documentation of timecard corrections.
- Assist with employee file maintenance and payroll-related administrative tasks.
- Scan, upload, organize, and retrieve payroll documentation as needed.

Payroll Support

- Assist the Payroll Specialist with payroll preparation.
- Prepare reports and spreadsheets for payroll review.
- Research discrepancies when requested.
- Communicate with recruiters, managers, and employees regarding timekeeping questions.
- Meet strict payroll deadlines.
- Maintain confidentiality of employee payroll and personal information.

Qualifications

Required:

- 2+ year of experience in payroll, timekeeping, HR administration, data entry, or a similar position.
- Strong attention to detail.
- Excellent data-entry accuracy.
- Basic knowledge of California wage-and-hour/timekeeping requirements.
- Ability to identify discrepancies and investigate the reason behind them.
- Strong organizational skills.
- Ability to work independently and meet deadlines.
- Proficiency with Microsoft Excel and uAttend (cloud-based time and attendance system).
- Ability to handle confidential information professionally.

Preferred:

- Experience with California payroll.
- Experience with a staffing company or PEO.
- Experience reviewing large numbers of employee timecards.
- Familiarity with meal premiums, overtime, double time, and missed-punch corrections.
- Experience with multi-location or multi-state timekeeping.

What We're Looking For

The right candidate should be a checker, not just a data-entry person.

We want someone who naturally asks:

"Does this make sense?"

If an employee normally works 40 hours and suddenly has 80 hours, candidate should catch it.

If the same hours appear twice, candidate should catch it.

If an employee has a missed punch, candidate should catch it.

If a California employee has a potential meal-period issue, candidate should flag it.

Accuracy and attention to detail are more important than speed.

DIRECT STAFFING LLC

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Payroll & Timekeeping Coordinator