Payroll Assistant( Sr. Time Keeper)

Job Description: Payroll Assistant (Senior Time Keeper)

Department: Finance & Accounting / Human Resources
Reports to: Payroll Manager / Finance Manager
Position Type: Full-Time, [Specify if Hybrid/On-site]

Company Overview

[Insert a brief 1-2 sentence description of your company, its mission, and culture.]

Position Overview

The Assistant Payroll Officer (Senior Time-keeper) plays a critical role in ensuring the accurate and timely processing of payroll, with a primary focus on the integrity and management of all timekeeping data. This position serves as the subject matter expert for the time and attendance system, responsible for validating hours, managing exceptions, resolving discrepancies, and ensuring compliance with company policies and relevant labor laws. The role provides essential support to the payroll function and acts as a key liaison between employees, supervisors, and the payroll team.

Key Responsibilities

1. Timekeeping & Attendance Management (Core Focus):

• Act as the system administrator and primary point of contact for the organization's time and attendance software and manual in excel sheet.
• Review, audit, and validate daily/weekly timecards for completeness and accuracy, including regular hours, overtime, shift differentials, paid time off (PTO), and leaves of absence.
• Proactively identify and resolve missing punches, schedule conflicts, and unauthorized overtime in collaboration with department supervisors.
• Process and verify timesheet approvals, ensuring all submissions are complete and authorized by deadlines.
• Maintain and update employee schedules, shift patterns, and holiday calendars within the system.
• Educate and support managers and employees on proper timekeeping procedures and system usage.

2. Payroll Processing Support:

• Prepare and reconcile timekeeping data for seamless import into the payroll system.
• Assist in processing semi-monthly, bi-weekly, or weekly payroll runs for all employees.
• Calculate adjustments for back pay, bonuses, commissions, deductions, and garnishments as directed.
• Support the distribution of payslips (electronic or physical) and annual tax documents (e.g., W-2s, P60s).
• Help maintain accurate payroll records and employee files in compliance with data protection regulations.

3. Compliance & Reporting:

• Ensure timekeeping practices comply with Qatar local labor laws (e.g., FLSA, overtime rules).
• Prepare routine and ad-hoc reports related to attendance, overtime, absenteeism, and labor costs for management.
• Assist in payroll audits, both internal and external, by providing precise time and attendance records.
• Stay updated on changes in payroll tax laws and timekeeping regulations.

4. Query Resolution

Serve as the first line of response for employee and manager inquiries related to timesheets, pay discrepancies, leave balances, and clock-in/out issues.

• Investigate and resolve timecard discrepancies promptly and professionally, ensuring corrections are processed for the correct pay period.
• Foster positive working relationships across all departments.

Qualifications & Skills

• Essential:
• Proven experience (2+ years) in a timekeeping, payroll assistant, or similar role with a heavy emphasis on data accuracy.
• In-depth, hands-on experience with time and attendance software and payroll systems (e.g., RAMCO, SAP, Oracle, Workday, Sage, or major dedicated platforms).
• Strong understanding of payroll processes, wage and hour laws, and basic accounting principles.
• Exceptional attention to detail and a high degree of numerical accuracy.
• Advanced proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, etc.).
• Excellent organizational skills and the ability to meet strict, recurring deadlines.
• High level of discretion and integrity when handling confidential information.
• Desirable:
• Associate or Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Payroll certification (e.g., Certified Payroll Professional - CPP, Fundamental Payroll Certification - FPC) or working towards one.
• Experience in a unionized environment or with complex multi-state/province payroll.

Job Types: Full-time, Permanent

Pay: QAR1.00 per month