Scheduling / Timekeeping Clerk

Position Overview

The Scheduling / Timekeeping Clerk ensures proper staffing across all locations while managing timekeeping accuracy and position control. This role requires constant communication, sound decision-making, and the ability to manage multiple priorities. Responsibilities include real-time schedule adjustments, timekeeping corrections, position tracking, and conflict resolution for call-ins, shift coverage, and staffing concerns.

Essential Functions

Schedule Management & Staffing

• Maintain schedules for all program sites (office, training, maintenance, on-call teams)
• Publish schedules 6 weeks in advance with proper shift coverage for next 7 days
• Manage Paycor templates and make real-time adjustments for call-ins and emergencies
• Coordinate shift coverage balancing employee needs with organizational requirements
• Manage and approve time off requests while ensuring adequate coverage
• Minimize overtime and last-minute coverage needs
  
  

Timekeeping

• Review and correct missed punches daily; verify time entries for accuracy
• Ensure correct department/location assignments for DHS reporting
• Audit timecards for errors and communicate corrections to employees
• Track time off balances and monitor compliance issues
• Prepare accurate timecards for payroll processing
• Provide weekly scheduling metrics for leadership
  
  

Position Control

• Track filled vs. vacant positions across all locations
• Maintain position control databases and accurate position data in Paycor
• Track authorized positions for scheduling purposes
• Build schedule patterns for new locations and assist with opening timelines
• Monitor position changes (promotions, transfers, reclassifications)
• Audit HRIS data and generate staffing reports
  
  

Onboarding & Communication

• Coordinate new employee schedules with training requirements
• Ensure timely onboarding process management
• Serve as backup for applicant tracking and candidate communications
• Communicate schedule changes and address employee concerns
• Document scheduling issues, resolutions, and recognition opportunities
  
  

Qualifications

• Two years of college or equivalent HR experience required
• Prior scheduling, timekeeping, payroll, or HRIS experience preferred
• Proficient in Microsoft Office, especially Excel
• Strong communication, organizational, and problem-solving skills
• Comfortable with conflict resolution and difficult conversations
• Ability to multitask and remain calm under pressure
• Willingness to participate in after-hours on-call rotation
• Ability to work in-office in Staples, Minnesota
  
  

Key Competencies

• Clear communication
• Attention to detail
• Adaptability
• Composure under pressure
• Empathy
• Technical aptitude
• Organization
• Problem-solving
• Strategic thinking
• Reliability.
  
  

Additional Expectations

• Maintain professional boundaries and confidentiality regarding schedules and payroll.
• Comply with HIPAA regulations.
• Collaborate with leadership on workforce planning.
• Complete DSP training and may work in that role during staffing emergencies.
• Support process improvements and organizational goals.
  
  

Note: This summary represents major duties and responsibilities. The Scheduling / Timekeeping Clerk may perform additional job-related tasks as needed. The company reserves the right to modify this description based on business needs.

Reports to: Human Resources Manager