Timekeeping / Scheduling Administrator

This position is responsible for scheduling and timekeeping functions of wage personnel within the Mechanical Department.

• Develops and posts weekly schedules for all represented Mechanical personnel in accordance with the Collective Bargaining Agreement (CBA)
• Processes requests from multiple stakeholders when developing the weekly schedule to include variations of the standard schedule (e.g., training, various absence types, overtime, etc.)
• Provides direction in a professional manner to represented Mechanical employees regarding various scheduling processes and procedures
• Reviews accuracy of timesheets submitted for Mechanical wage employees on a daily basis by:

o verifying all shifts and overtime hours are documented and worked in accordance with the CBA

o ensuring that all ordered overtime meals or meal payments coded on timesheets should be provided to personnel by following CBA requirements and notifying the Mechanical Administrative Assistant for payment

o investigating work order issues in SAP with supervisors and ensuring corrections are processed

o verifying that enhanced payments (e.g., 7th day premiums, quick comeback premiums, absences, changes of schedule, etc.
) are in compliance with the CBA

o notifying employee of errors or discrepancies on timesheets and collecting amended timesheets when required

o obtaining documentation for all absences by coordinating with appropriate contacts (supervision or wage personnel)

o validating attendance of scheduled training by auditing sign-in sheets

o monitoring supervisor approvals and distributing reminders for payroll deadlines

• Inputs scheduled hours and actual hours from timesheets (including any amended timesheets) into the site’s time entry software on a daily basis for payroll processing purposes
• Administers, updates, posts, and verifies vacation list and bank day requests

o Posts vacation picks on an annual basis

o Posts vacation vacancies and award vacant weeks

o Processes vacation change requests and ensures proper documentation is obtained

o Processes all bank day requests as stipulated in the CBA

• Tracks the site’s Temporary Supervisor, Lead Craftsman, and Special Project assignments in accordance with the CBA, communicates with supervisors to facilitate date extensions or assignment completions, and verifies the accuracy of documentation to ensure the proper increased wages are processed in the time entry system
• Issue/maintain rolling three (3) month Weekend Duty Schedule for Mechanical wage employees
• Compiles and distributes daily Overtime Availability according to CBA

o Audit timesheets for overtime hours worked

o Review and process availability sign-up sheets (yes/no list)

o Update employee’s status (Not OT Qualified, Vacation, Sick, Temp Super, Off, etc)

o Review for accuracy and distribute to employees and supervisors

• Compiles an Overtime Summary on a daily basis and tracks the “No Overtime List” to ensure compliance with the CBA
• Researches and compiles data for special reports as requested
• Collects and provides organized documentation pertaining to grievances filed by the Local Union as needed
• Trains new hires in the Mechanical Department on practices pertaining to timesheets, pay, scheduling, vacation, overtime, etc.
• Compiles and maintains the Front Line Supervisor Weekend Duty Schedule (including holiday duty) and schedules alternates when vacancies arise
• Distributes various communications to personnel to ensure clarification of scheduling and timekeeping procedures
• Coordinates Human Resources teambuilding events (with approval from the HR Manager) by researching potential activities, reserving facilities, and distributing event details to team members

Qualifications:

• Associate’s Degree preferred
• 3+ years of prior Human Resources experience preferred
• Prior scheduling and timekeeping experience within the Oil & Gas Industry preferred

Long Term Position

Start Date: 12/01/21