We are seeking a detail-oriented and organized HR Office Assistant to support daily HR operations with a primary focus on timesheet management and calculation. The ideal candidate must have proven experience collecting, verifying, and computing employee work hours, overtime, and leave balances. This role serves as a critical bridge between HR, Finance, and department supervisors to ensure accurate and timely payroll processing.
Key Responsibilities
Timesheet Process & Calculation (Primary Focus)
- Collect, review, and validate employee timesheets (manual, biometric, or digital – e.g., Excel, HRIS, or time-tracking software).
- Calculate regular hours, overtime (1.5x, 2x), night differentials, holiday pay, and shift allowances based on company policy and labor laws.
- Reconcile time entries against schedules, attendance records, and leave requests.
- Identify and resolve discrepancies (e.g., missing clock-ins, overtime without approval) by liaising with employees and supervisors.
- Prepare and submit finalized timesheet summaries to payroll for salary computation.
- Maintain accurate digital or physical timesheet records for audit purposes.
HR Administrative Support
- Assist with new hire onboarding (document collection, ID badges, system access).
- Maintain employee files, ensuring timesheet and attendance data is properly archived.
- Respond to employee inquiries regarding timesheet policies, missing hours, or pay period deadlines.
- Support leave balance tracking (vacation, sick, unpaid time off) in relation to timesheets.
- Generate basic HR reports (e.g., monthly attendance summary, overtime trends).
Compliance & Coordination
- Ensure timesheet calculations adhere to local labor laws (e.g., FLSA, working time regulations).
- Coordinate with department heads to approve weekly/biweekly timesheets by cut-off dates.
- Assist in internal audits of attendance and payroll data.
Qualifications & Requirements
Required:
- Experience: Minimum 1–2 years of hands-on experience in timesheet calculation, attendance processing, or payroll support.
- Technical Skills: Proficient in Excel (formulas: SUM, IF, VLOOKUP; pivot tables for hour aggregation); experience with HRIS/time-tracking systems (e.g., SAP, ADP, Kronos, QuickBooks Time, or similar).
- Math & Accuracy: Strong numerical aptitude with error-free calculation ability.
- Knowledge: Understanding of overtime rules, shift differentials, and basic labor law compliance.
Preferred:
- Associate degree or certificate in HR, Accounting, or Business Administration.
- Experience with biometric or cloud-based time clocks.
- Familiarity with payroll software (e.g., Gusto, Paychex, Sage).
Key Competencies:
- High attention to detail and data integrity.
- Ability to meet strict payroll cut-off deadlines.
- Professional discretion with confidential payroll/attendance data.
- Strong communication skills to resolve timesheet issues diplomatically.
Working Conditions
- Standard office hours with occasional extended days before payroll deadlines.
- Hybrid or remote options available based on company policy.
