HR Clerk- Time and Attendance

Job Advert Summary

Ensure efficient management and operation of the Time and Attendance system. The main purpose of the position is administrative in nature, and duties include maintaining personnel records, ensuring efficient management and operation of the time and attendance system and maintaining personnel files/ documents.

Minimum Requirements

• Grade 12
• 1-2 years’ experience in human resources with specific involvement in time & attendance operations
• Verbal, written & procedural communication
• Computer literacy
• Ability to work under pressure in fast paced environment

Duties and Responsibilities

• Knowledge of Human Resource and payroll processes
• Good knowledge of timekeeping and strong administration skills
• Good analytical skills and actively clarifying what has been communicated to ensure understanding
• Run prior day’s exception reports and timesheet reports and give them to HOD’s for their perusal and amendments. (On reports, go to date range and tick yesterday)
• Send daily timesheets to HOD’s.
• Obtain the amended/approved exception reports from the HODs (within two hours of handing them out) and complete the amendments on the system.
• Verify that leave pulled through correctly on Jarrison from SAGE/ESS.
• Create and give reports as requested from HOD’s (Signed documents/ supporting documents)
• Enrol & create new employees on the system.
• Ensure that all employee numbers on the Jarrison system are the same as those on SAGE before Jarrison synchronises with SAGE (namely, new employees or fixed-term employees transferred to permanent
• HR Administrator /T&A administrator processes leave on the Jarrison system or checks with the person who processed the leave on SAGE that the leave has been captured and makes follow-ups with the HOA for the leave to be imported manually for cases where leave was processed late.
• Check prior week’s exceptions
• Ensure that all employee numbers on the Jarrison system are the same as the ones on VIP, before Jarrison synchronises with VIP (namely, new employees or fixed-term employees transferred to permanent)
• Compile and send out monthly overtime summary to HOD’s; Payroll: Verify that all overtime is correct and send to HR Administrator doing the payroll inputs for final processing. (Only after receiving the signed reports from the GM, send to the Payroll Administrator).
• Run the absenteeism report on the 20th of each month or three days before the pay run to enable you to compare long-absent employees with terminated employees or check on VIP if their leave has been processed to eliminate/reduce overpayments.
• Compare VIP terminations with Jarrison absenteeism or employees who have not been clocking for more than 10 days.
• When HOD’s return exception reports (Absenteeism, Short time and missing clocking), please make the necessary amendments in the system and notify payroll of any matter that is salary-related (absconding employees, etc.) in a timely.
• For HOD’s that are not returning reports timely, please notify your superior in writing about the matter and do regular follow-ups with your superior to check whether the matter is being attended to and what resolution has been taken
• Making sure that all overtime is authorised accordingly to the input sheet for the month under review and all allowances have been done and sent to payroll timeously.
• Adherence to payroll alignment – 1st of the previous month to the last day of that month.
• Making sure that all communication in terms learners abscondments, termination, leave processing, and all other ad hoc duties concerning the learners, and communication with all relevant stakeholders, takes place timeously