Administrative Controller: Time & Attendance - Clayville at Clover S.A. Proprietary Limited

Job Advert Summary
Clover is currently recruiting for an Administrative Controller: Time & Attendance. The successful candidate will be responsible for maintaining accurate records of employee hours worked,ensuring compliance with company policies, regulations, supporting efficient workforce, time management and payment processes for all departments within a branch. This exciting opportunity is based at the Clover Clayville branch.

Requirements

• National Diploma.
• Business English: Fluent.
• Computer literacy (Intermediate).
• Relevant experience in applying job related concepts, techniques and processes at the required level.
• Solid knowledge of South African labour legislation and the application thereof.
• Code 08 Driver's license.

Competencies

• Proactive and action orientated.
• Ability to influence.
• Acts with honesty and consistency.
• Solves problems through effective decision making.
• Displays resilience, determination and flexibility.
• Must be a team player.
• Collaborate with others to achieve a common objective.
• Interpersonal effectiveness.
• Commitment and motivation.
• Administrative capabilities.
• Ability to apply numerical principles.
• Thinking and reasoning logically.
• Ability to plan and organize.
• Communicates effectively.

Duties and Responsibilities 

Manage Time & Attendance and Payroll data

• Input and maintenance of Clover employee time and attendance data, including hours worked, time off, overtime, and any other relevant information.
• Verify accuracy of daily TA records for permanent and Temporary Employment Services (TES) employees.
• Verify accuracy of timesheets, resolving queries and obtaining approval from management on weekly timesheets.
• Address any discrepancies or issues related to time and attendance records, such as missing clockings, incorrect data entry, or employee disputes.
• Submit monthly hours worked input to payroll for processing and payment.
• Generate regular reports on employee attendance, hours worked and costs for management or payroll purposes.
• Calculate short-time/overtime/allowances to ensure correct system calculation

Manage Time & Attendance and TES Purchase Orders

• Input and maintain Temporary Employment Services (TES) employee time and attendance data, including hours worked, overtime, and any other relevant information.
• Verify accuracy of daily TA records for Temporary Employment Services (TES) employees.
• Verify accuracy of timesheets, resolving queries and obtaining approval from management on weekly timesheets.
• Address any discrepancies or issues related to time and attendance records, such as missing clockings, incorrect data entry, or employee disputes.
• Capture daily TES hours worked and link appropriate TES rates for weekly purchase order (PO) creation.
• Submit weekly POs to TES suppliers, and perform reconciliations between POs and invoices for management approval.

Data and Systems Integrity

• Maintain the accuracy of employee, shift, cost centre, hourly rates and other required fields in the TA, payroll, HR and financial systems.
• Ensure accuracy of all integrated records between the TA, payroll, HR and financial systems, (leave, data cubes, purchase orders, invoicing).
• Ensure the accurate and timeous enrolment and termination of employees on the TA biometric systems.
• Administer and maintain timekeeping systems such as electronic time clocks, timekeeping systems, or software applications to accurately record employee work hours.
• Liaise with relevant systems administrators to investigate and resolve any system irregularities or implement improvements.
• Address any discrepancies or issues related to time and attendance records, such as missing clockings, incorrect data entry, or employee disputes.

Governance and Compliance 

• Enforce company time and attendance policies consistently, including rules regarding punctuality, attendance, breaks, and overtime.
• Ensure compliance with labour laws and regulations related to timekeeping and attendance, such as overtime pay requirements and record-keeping standards.
• Collaborate with HR, payroll, and other departments to ensure accurate and timely processing of employee time and attendance data.
• Collect, analyse, and maintain accurate records of employee time and attendance data.
• Generating reports and summaries as needed for management or disciplinary records.
• Identify opportunities to streamline timekeeping processes and improve efficiency, such as implementing automated systems or optimising workflows.

Support and Reporting

• Provide training and support to employees and team leaders on timekeeping systems, policies, and procedures.
• Assist employees, management and HR to investigate and resolve inquiries or concerns related to time and attendance.
• Liaise with HR, payroll, and other relevant departments to ensure smooth communication and coordination regarding time and attendance matters.
• Monitor and report on monthly TES headcount and costs by department.