Time and Attendance Administrator (Refinery)

Top Accountabilities

System Maintenance and Administration

• Contact the Service Providers, explain faults and the urgency of Technical Support required to restore functionality of the system.
• Convert to manual recording procedures when system downtime exceeds specified timeframes.
• Use Software Tools and create formats for Operational reports.
• Check the input of employee information into the relevant fields.
• Check and report malfunctioning clock stations.
• Ensure new employees have access cards and that exiting employees are removed from the pay file.

Information Verification and Processing

• Check and verify time and attendance data in terms of calculations and totals.
• Circulate information on time and attendance to the relevant section to identify, check and resolve anomalies in relation to the input data and physical records.
• Prepare Time and Attendance files for transfer to the payroll system for processing, converting formats and uploading information.

Time and Attendance Reporting and Recordkeeping

• Generate a range of reports reflecting details of various conditions of employment, i.e. overtime, standby, etc., and forward these to the relevant line departments.
• Provide statistical information from the time and attendance system database with respect to overtime, leave, absenteeism, etc.
• File documentation (reports, etc.) in the relevant files, prepare records (i.e. labelling files, etc.) and store these in a designated location.

Communication and Support

• Receive and Interpret the nature of the enquiry or query and Access System Records.
• Provide explanations and reasons for Specific Calculations, referring to Procedures, Agreements and Statutory provisions.
• Access Source Documentation, Procedures and instructions to respond to Audit Queries.

Qualifications And Experience Required

• Matriculation Certificate (Grade 12).
• A Relevant Bachelor’s Degree or National Diploma in Human Resources Management/ Administrative.
• Plus, a Payroll Certificate (added advantage).
• At least 2 Years’ Experience on System Administrative applications.
• Experience working with a Time and Attendance or Clocking System, including Data Verification and Correction of Anomalies.
• Experience Preparing and transferring files to a Payroll System and meeting Strict Payroll Deadlines.
• Experience in generating reports and responding to employee, line managers and audit queries.
• Computer Literacy, with working knowledge of MS Office packages.
• High level of Accuracy and Attention to detail when verifying Calculations, Totals and Data Inputs.
• Confidentiality, Integrity and Sound Judgement in Handling Sensitive Employee and Payroll Information.
• Planning and organising ability, with the discipline to meet strict weekly and monthly deadlines.
• Problem-solving ability to Identify, Investigate and Resolve Data and System anomalies.
• Clear Verbal and Written Communication, with the ability to explain Calculations, Procedures and Agreements.
• Ability to Work Independently under pressure and to Take Initiative during System Downtime.