What are the responsibilities and job description for the Payroll Time Clerk position at Mid-State Machine?
Job Summary:
The Time Clerk supports a fast-paced industrial maintenance division by ensuring accurate and efficient timekeeping processes. This role requires extreme attention to detail, the ability to identify and resolve discrepancies quickly, and strong organizational skills. The primary objective is to maintain compliance with company policies and regulations while facilitating smooth payroll and billing operations.
Key Responsibilities:
Timekeeping & Record Management:
- Review time records to verify job numbers, phases, and cost codes for proper job billing across a division of over 250 employees.
- Maintain accurate records of employee attendance, including clock-in and clock-out times, breaks, and absences.
- Monitor daily timesheets to ensure employees are correctly assigned to job codes and timekeeping records align with actual work performed.
- Apply appropriate codes for night shifts, overtime, and other payroll adjustments to ensure correct employee compensation.
- Export timesheets from the electronic timekeeping system into Excel, adding travel and per diem details where applicable.
- Identify and promptly follow up on missed time entries, ensuring corrections are made efficiently.
- Professionally communicate with field management and personnel regarding timekeeping discrepancies and requirements.
Payroll Coordination:
- Collaborate with the payroll department to ensure accurate and timely payroll processing.
- Reconcile timekeeping records with payroll reports to confirm the correct calculation of travel and per diem expenses.
- Serve as the primary point of contact for employee inquiries related to timekeeping and payroll concerns.
Billing Coordination:
- Verify and update employee cost codes to ensure accurate billing.
- Work directly with the billing department to revise and format timesheets to align with billing summaries and client expectations.
- Adjust labor hours by reassigning them to the appropriate job numbers or phases as needed for billing purposes.
- Prepare and type timesheets after exporting from Exaktime, ensuring they include client information and a summary of daily tasks completed.
- Manage high-volume administrative tasks in a dynamic and fast-paced environment, prioritizing workload effectively.
- Perform other administrative duties as assigned.
Education:
- High School Diploma or GED required.
Experience:
- Minimum of 1 year of experience in an office administration role, preferably in an industrial or construction environment.
- Prior experience in payroll or timekeeping is a plus.
Knowledge Skills & Abilities:
- Strong attention to detail and ability to spot and correct discrepancies quickly.
- Excellent time management and organizational skills, including the ability to manage multiple priorities.
- Strong sense of urgency and ability to prioritize high-volume tasks efficiently.
- Proficiency in Microsoft Office, particularly Outlook, Excel, and Word, or a willingness to develop proficiency.
- Effective communication skills, both verbal and written, with the ability to interact professionally with field personnel and management.
Work Location and Travel:
- Location is at 2721 Mine and Mill Road, Lakeland, FL, 33801
Work Environment:
- Corporate office environment
- This is a full-time position. Days and Hours of work may vary and are somewhat flexible, but this position is generally required to work from the work location above Monday through Friday, between the core hours of 7 am to 6 pm. Must be willing to work nights, weekends & holidays, when necessary.
- Mid-State maintains a firm commitment to providing a safe and healthy work environment for its employees and quality services to its clients. Mid-State is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen and job-related employment physicals. Must also submit to a post-offer / pre-employment background check that verifies criminal history.
Physical Requirements:
Talk/Hear: Must be able to effectively communicate with clients and team members, address complex issues, and ensure accurate information exchange and resolution.
Stand/Sit: This is primarily a sedentary role, requiring the employee to sit to perform detailed administrative tasks and stand for meetings or client interactions. Occasionally, the employee will need to stand during meetings or while performing certain tasks such as making copies or scanning documents.
Walk: Occasionally required to walk to different areas of the office for meetings or to attend to other work-related activities.
Use hands/fingers to handle or feel: Frequently required to use hands and fingers to handle and review documents, manage electronic devices, and perform detailed tasks requiring precision.
Climb: Not typically required for this role.
Stoop, kneel, crouch or crawl: Occasionally required to stoop, kneel, or crouch to access files, materials, or equipment located in lower areas.
See: Specific vision abilities required to review and analyze documents, monitor payroll data, and ensure accurate communication and decision-making.
Carry, weight, Lift: Must be able to occasionally lift or move objects up to 10 pounds, to transport files, office supplies, or equipment required for their tasks and responsibilities.
Exposure to work: Primarily works in an office environment with minimal exposure to adverse conditions. Occasionally, the role may involve visiting other company locations or attending off-site meetings or training sessions.
Must be legally authorized to work in the United States.
Mid-State participates in E-Verify. Go to https://www.uscis.gov/e-verify to learn more.
