Timekeeper Job Description

Payroll > Timekeeper

Salary National Average

Low	Medium	High
44440.0000	48410.0000	55480.0000

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Short Description:

A Timekeeper collects, reviews, and maintains employee work hours and attendance records to support accurate payroll processing. They check timesheets, investigate missing or incorrect entries, track approved leave and overtime, and coordinate corrections with employees and supervisors. They also prepare timekeeping reports and submit approved records by payroll deadlines. Accuracy, confidentiality, and clear communication are essential to maintaining reliable records and resolving discrepancies.

Duties / Responsibilities:

Collect and review employee timesheets, timecards, or electronic attendance records for each pay period.
Verify recorded hours, attendance, leave, and overtime against supporting records and supervisor approvals.
Identify missing clock-ins or clock-outs, duplicate entries, incorrect codes, and other discrepancies.
Coordinate with employees and supervisors to confirm information and obtain authorized corrections.
Enter and update approved timekeeping information in payroll or workforce management systems.
Track approved vacation, sick leave, holidays, and other attendance categories using established procedures.
Follow up on incomplete timesheets and outstanding approvals before payroll submission deadlines.
Prepare summaries of hours worked, overtime, attendance exceptions, and corrections for payroll or management.
Assign hours to the appropriate departments, projects, or job codes when labor tracking is required.
Maintain supporting documentation, assist with record reviews, and protect confidential employee information.

Skills / Requirements / Qualifications

Timekeeping Procedures: Knowledge of timesheets, attendance records, pay periods, approval workflows, and submission requirements.
Payroll Fundamentals: Understanding of how regular hours, overtime, leave, and approved adjustments affect payroll inputs.
Data Entry: Ability to enter employee hours, attendance codes, and corrections accurately and efficiently.
Record Review and Reconciliation: Ability to compare records, identify inconsistencies, and verify that corrections resolve discrepancies.
Timekeeping and Payroll Software: Familiarity with electronic time clocks, attendance systems, payroll applications, or related workforce tools.
Microsoft Excel: Ability to maintain spreadsheets, sort and filter records, calculate totals, and prepare routine summaries.
Basic Mathematics: Ability to calculate elapsed time, total work hours, and differences between recorded and approved hours.
Attendance and Leave Tracking: Understanding of approved absence categories and consistent application of established coding procedures.
Department and Project Coding: Ability to allocate hours accurately when records support departmental reporting, job costing, or client billing.
Confidentiality: Ability to safeguard employee information and follow authorized access and disclosure procedures.
Communication and Problem Solving: Ability to clarify discrepancies, explain procedures, and coordinate corrections with employees, supervisors, and payroll staff.
Organization and Attention to Detail: Ability to manage recurring deadlines, track outstanding approvals, and maintain complete supporting records.
Education and Experience: A high school diploma or equivalent is commonly required. Relevant business or accounting coursework is helpful; some employers prefer an associate’s degree and approximately 1–2 years of payroll, timekeeping, or related administrative experience.

Job Zones

Title: Job Zone Three: Medium Preparation Needed.
Education: A high school diploma or equivalent combined with relevant training or experience may qualify candidates. An associate’s degree in accounting, business administration, or a related field may be preferred.
Related Experience: Relevant experience with time records, payroll support, data entry, or administrative recordkeeping is useful. Requirements vary with the complexity of the workforce and timekeeping system.
Job Training: Preparation combines relevant learning and practical experience. Employer training covers attendance codes, approval procedures, software, reporting requirements, and payroll deadlines.
Job Zone Examples: Comparable work involves maintaining employee records, checking payroll inputs, resolving discrepancies, and coordinating accurate submissions.
Specific Vocational Preparation in Years: 1-2 years of preparation (6.0 to < 7.0).

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