ADMINISTRATIVE ASSISTANT

Administrative Assistant Timekeeping

Applications Accepted From: All Persons Interested

Division: Administrative Services Division

Section: MyCOH - Timekeeping

Reporting Location: 8000 N. Stadium Dr.

Workdays & Hours: Monday Friday 8:00 AM-5:00 PM* / Occasional Weekends *Subject to Change

Description Of Duties: The Administrative Assistant Timekeeping provides administrative support for Houston Health Department's timekeeping and payroll-related functions for approximately 1,015 City of Houston employees. This position works closely with employees, supervisors, Budget staff, Human Resources, and Payroll Services to help ensure employee time is accurately recorded, reviewed, corrected, and submitted within established payroll deadlines. The successful candidate will be highly organized, detail-oriented, dependable, and comfortable working with a high volume of timekeeping information. This position requires sound judgment, discretion in handling confidential employee information, and the ability to research and resolve timekeeping issues while providing responsive customer service to employees and management.

Responsibilities: Essential duties and responsibilities may include, but are not limited to, the following:

• Administers and maintains departmental timekeeping activities using the City of Houston's MyCOH system for approximately 1,015 employees.
• Works with Budget staff to review employee timesheets and timecards for accuracy, completeness, appropriate approvals, and compliance with established payroll deadlines.
• Identifies, researches, and assists with resolving timekeeping discrepancies, including missing time entries, incorrect time reporting, and other payroll-related issues.
• Makes authorized corrections and adjustments to employee time records to support accurate and timely payroll processing.
• Assists employees and supervisors with the preparation, review, correction, and approval of timesheets and timekeeping records.
• Coordinates with Payroll Services and Human Resources to research and resolve employee payroll and timekeeping concerns.
• Assists management with periodic reviews and audits of timekeeping and payroll data to identify errors, inconsistencies, missing information, and other issues that may affect payroll accuracy.
• Monitors timekeeping activities and follows up with employees and supervisors regarding incomplete, outstanding, or incorrect time records prior to established payroll deadlines.
• Provides training, guidance, and hands-on assistance to employees and supervisors on navigating MyCOH and completing timekeeping functions accurately.
• Maintains appropriate confidentiality when handling employee, payroll, and other sensitive information.
• Communicates professionally with employees, supervisors, management, Human Resources, Payroll Services, Budget staff, and other internal departments regarding timekeeping and payroll matters.
• Assists with reports, documentation, recordkeeping, and other administrative activities related to departmental timekeeping.
• Performs other related administrative and timekeeping duties as assigned.

The position is primarily performed in a professional office environment and requires extensive use of a computer and City information systems. The employee must be able to manage recurring deadlines and work effectively during high-volume payroll processing periods. This position is considered essential to departmental payroll operations and may require working outside of normal business hours, including evenings, weekends, and holidays, as necessary to meet payroll close deadlines. The position may also be required to work extended hours, weekends, holidays, or alternate schedules during emergency activations, disaster response and recovery operations, or other events requiring continued City operations. Candidates should be prepared to work a flexible schedule when operational and payroll requirements necessitate additional coverage.

Physical Effort: The position is physically comfortable; the individual has discretion about walking, standing, etc.

Work Environment: There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature and air conditions.

Minimum Requirements

Educational Requirements Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

Experience Requirements One (1) year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

License Requirements None.

Preferences

**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.

• Strong attention to detail with a demonstrated commitment to accuracy.
• Experience reviewing timekeeping, payroll, financial, or other detailed employee records.
• Ability to identify discrepancies, research issues, and follow problems through resolution.
• Strong organizational and time-management skills with the ability to prioritize assignments and meet recurring deadlines.
• Ability to maintain confidentiality and appropriately handle sensitive employee and payroll information.
• Strong written and verbal communication skills.
• Ability to explain processes and procedures clearly to employees and supervisors.
• Ability to provide effective training and one-on-one assistance to system users.
• Ability to establish and maintain effective working relationships with employees at all organizational levels.
• Proficiency in Microsoft Office applications, particularly Microsoft Excel and Outlook.
• Ability to learn and effectively use City information systems, including MyCOH.
• General knowledge of payroll and timekeeping practices, policies, procedures, and applicable wage-and-hour requirements.
• Previous experience performing payroll, timekeeping, or attendance administration for a large organization.
• Experience reviewing and processing time records for a high volume of employees.
• Experience using MyCOH or another automated timekeeping, payroll, Kronos, HRIS, or ERP system.
• Experience researching and resolving payroll or timekeeping discrepancies.
• Intermediate or advanced Microsoft Excel skills.
• Experience working with confidential employee or payroll information.
• Experience training employees or supervisors on timekeeping, payroll, or other administrative systems.

General Information

Selection/Skills Tests Required Application review and/or interview. However, the Department may administer a skill assessment evaluation. Safety Impact Position No If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment drug test. Pay Grade 17 Salary Information Grants & Special fund positions are dependent upon continued available funds. If funding is no longer available, employee may be laid off or transferred. Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

Application Procedures Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: To view your detailed application status, please log-in to your online profile by visiting: or call View phone number on click.appcast.io . If you need special services or accommodations, call View phone number on click.appcast.io ). (TTY 7-1-1) If you need login assistance or technical support call View phone number on click.appcast.io. Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process. All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided. EOE Equal Opportunity Employer The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

Benefits

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical
• Dental
• Vision
• Wellness
• Supplemental Insurance
• Life insurance
• Long-term disability
• Retirement pension
• 457 deferred compensation plan
• Employee Assistance Program
• 10 days of vacation each year
• 13 city holidays, plus one floating holiday
• Compensable Sick Leave
• Personal Leave
• Flexible schedules
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions