Functional responsibilities of a timekeeper at an enterprise

Briefly about the features of the work

The list of duties of a timekeeper may include a daily report to the head of the organization on the attendance or reason for the absence of employees at the enterprise, sick leave or planned vacations. He also provides documentation for signature, coordinates the dates of staff vacations and the need for additional employees to leave, subject to production needs.

Rights

3.1.
The timekeeper has the right to take action to prevent and eliminate cases of any violations or inconsistencies. 3.2. The timekeeper has the right to receive all social guarantees provided for by law.

3.3. The timekeeper has the right to demand assistance in the performance of his official duties and the exercise of his rights.

3.4. The timekeeper has the right to demand the creation of organizational and technical conditions necessary for the performance of official duties and the provision of the necessary equipment and inventory.

3.5. The timekeeper has the right to familiarize himself with draft documents relating to his activities.

3.6. The timekeeper has the right to request and receive documents, materials and information necessary to fulfill his job duties and management orders.

3.7. The timekeeper has the right to improve his professional qualifications.

3.8. The timekeeper has the right to report all violations and inconsistencies identified in the course of his activities and make proposals for their elimination.

3.9. The timekeeper has the right to familiarize himself with documents defining the rights and responsibilities of the position held, and criteria for assessing the quality of performance of official duties.

>Timekeeper: job responsibilities of a timekeeper

Main list of work performed

The responsibilities of a timekeeper for recording working hours are not all the functions that this specialist performs. Despite the seemingly simple profession, the amount of work is considerable:

1. Organize work at the enterprise based on the tasks set by management.
2. Control incoming documentation.
3. Keep a log of incoming documentation.
4. Maintain personnel records of the staff, timely add newly hired or remove resigned employees to the time sheet.

The employee also performs the following functions:

1. Takes direct part in the transfer of an employee to another position.
2. Timely provides completed documentation for employees transferred to another position or allowed to work independently.
3. The job responsibilities of the timekeeper include periodically (in accordance with the charter of the enterprise) providing a report on the number of staff members and the reasons for its change.
4. Ensures control of staff time worked, informs management about the reasons for their absence with the obligatory provision of documentary evidence.
5. Prepares various reports on employee attendance and wages in a high-quality, reliable and timely manner.
6. Monitors the timely provision by workers of certificates of incapacity for work, summonses, certificates and other documents confirming a valid reason for non-appearance.
7. The responsibilities of a timekeeper at an enterprise also include processing and transferring sick leave certificates, certificates, summonses and other documents received from the employee to other departments for further processing.
8. Conducts periodic analysis of morbidity for the reporting period (month, half-year, year).
9. Annually provides lists of enterprise employees subject to routine medical examination.
10. Provides direction and control of employees included in the list for undergoing the next medical examination.
11. Participates in the issuance of passes for newly hired employees and in case of loss of the document of current personnel.
12. The job responsibilities of a timekeeper include maintaining records of bonus payments to employees of the enterprise.
13. Timely submits employee applications for annual paid (or unpaid) leave, based on a pre-planned vacation schedule.
14. Ensures the safety of the property entrusted to him.
15. Complies with regulations on labor protection, fire safety, internal regulations, and also ensures the maintenance of relevant logs with signatures of employees on familiarization.
16. Must know the rules of providing first aid to the victim before the ambulance arrives. Takes part in the investigation of industrial accidents.
17. Maintains a log of non-work related injuries to employees and ensures their safety.
18. Ensures order and cleanliness in his workplace and in the dining room.

Who is a timekeeper at an enterprise?

It is not always necessary for an employer to prepare a job description.

This document will be needed if the previously concluded employment contract does not provide a detailed description of job functions, but only indicates the specialty and position .

One example where a job description is required is a profession such as timekeeper .

The task of the timekeeper is to keep records of the actual time spent by personnel on the territory of the enterprise.

He is responsible for monitoring timely attendance at work, checking whether employees are in their places during the organization’s working hours.

Every day, appropriate notes are entered into a special report card, and at the same time, summaries (reports) are drawn up about attendance at the workplace, absence or tardiness, where the reasons for the disciplinary offense are indicated.

https://youtu.be/Cn_9FxS_Ztc

In addition, the timekeeper is responsible for systematically making changes related to the registration of employees, transfer to other departments, dismissal, assignment of a vacation period, and so on.

The specialist checks the timely submission for verification of sheets confirming temporary disability, patient care, as well as other types of documents that confirm the right to complete absence from the workplace.

In accordance with the schedule established at the enterprise, the timekeeper submits to the manager a timesheet, which indicates the amount of actual time worked and overtime. This document contains parallel information about detected violations of the labor regime and other offenses.

The ETKS classification establishes the following: to hire a timekeeper, a candidate must have a professional primary education. There are no mandatory work experience requirements. It is allowed to hire specialists with:

• general education;
• basic general education with special training in accordance with established programs without the need to present a requirement regarding work experience.

In the process of performing basic job responsibilities, an employee must be well versed in instructions, regulations, other guidance materials and regulations governing the maintenance of time records. He must have an excellent understanding of working hours and shift schedules on the territory of the enterprise, its divisions, the basics of labor organization, and regulations in the field of labor law.

Before hiring, the candidate must be familiarized with the company's labor regulations, labor safety standards and regulations. They will be supervised by a specialist within the framework of professional activities on the territory of the enterprise.

As is the case with any other category of specialists, timekeepers are vested with rights and official responsibilities. In accordance with the law, timekeepers are granted the rights to:

• making proposals to management related to optimizing work on the territory of enterprises by revising the present responsibilities provided for in the job description;
• receiving requests from one or another structural unit of the company for the subsequent fulfillment of the duties assigned to it;
• familiarization with the documentation that defines his responsibilities and legal powers for the position held in the enterprise;
• determination of criteria for assessing the quality of performance of the duties assigned to him;
• familiarization with the decisions made by the company’s managers that relate to the direct conduct of its activities;
• making demands for assistance necessary to perform assigned duties;
• other types of rights that are provided for by current labor legislation.

Now we suggest that you familiarize yourself with the job responsibilities of this specialist:

1. Maintaining time sheets of the actual amount of time during which employees stayed at the enterprise.
2. Checking the timely appearance at the workplace and staying there for the duration of the schedule established by the employment contract.
3. Creation of appropriate marks in the report card, annual compilation of reports on attendance at the workplace, absence or lateness. In the last two cases, the reasons why the specialist could not appear at the workplace on time must be indicated.
4. Maintaining personnel records.
5. Systematic introduction of changes related to the registration of employees in the workplace, transfers, dismissals, provision of vacation time, and so on.
6. Checking the timeliness and completeness of the transmission by employees of certificates of temporary incapacity for work. This also includes certificates for caring for sick relatives and other documents that give the right to absence from work for a valid reason.
7. Submitting a report card for verification in accordance with the established procedure, which indicates data regarding actual time worked, overtime performance of official duties, violations of internal regulations, and so on.
8. Compliance with internal labor regulations, as well as other types of regulatory documents that apply to employees of the enterprise, including himself.
9. Full compliance with requirements regarding occupational health, safety, sanitation on the territory of the organization, and so on.
10. Keeping the workplace in perfect order and cleanliness.
11. Carrying out orders from superior employees in accordance with the current standards of internal instructions.

Who can work as a timekeeper?

In accordance with the job description of a timekeeper, a person who has completed secondary education may well work at the enterprise. In modern times, there are paid training courses. The cost of such training is low, but the duration is minimal, no more than 140 hours. Upon completion, an exam is conducted and, in case of positive passing, a special uniform certificate is issued.

However, often introduction to the profession can be completed directly at the enterprise during the probationary period.

Timekeeper job description

APPROVED (name of enterprise, organization, institution) (head of enterprise, organization, institution)

00.00.0000 No. 00 (signature) (Full name) Structural unit: Human Resources Department

00.00.0000

General provisions

1.1 This job description defines the functional duties, rights and responsibilities of the timekeeper.1.2 The timekeeper belongs to the category of technical performers.1.

3 A timekeeper is appointed to a position and dismissed from a position in the manner established by current labor legislation by order of the director of the enterprise upon the proposal of the head of the personnel department. 1.4 Relationships by position: 1.4.1 Direct subordination to the head of the personnel department 1.4.2.

Additional subordination to the deputy director for personnel, the director of the enterprise1.4.3 Gives orders?1.4.4 The employee is replaced by a person appointed by the director of the enterprise1.4.5 The employee is replaced by?

2.1. Education* primary vocational 2.2 work experience without requirements for work experience 2.3 knowledge of Resolutions, instructions, orders, regulations, instructions, other guidance materials and regulatory documents on timekeeping. Work shift schedules and working hours at the enterprise and in its divisions .

Organization of office work at the enterprise. Fundamentals of labor organization. Labor legislation. Internal labor regulations. Rules and standards of labor protection. 2.4 skills? 2.

5 additional requirements ?* or secondary (complete) general education or basic general education and special training according to an established program without presenting requirements for work experience.

3.1 External documents: Legislative and regulatory acts relating to the work performed. 3.2 Internal documents: Charter of the enterprise, Orders and instructions of the director of the enterprise (head of the personnel department, deputy director of personnel); Regulations on the HR department, Job description of the timekeeper, Internal labor regulations.

Timekeeper:4.1. Maintains a timesheet of the actual time of employees' stay at the enterprise, monitors their timely attendance at work and departure from work, and presence at work places.4.2.

Makes appropriate notes on the timesheet and draws up daily reports (summaries) on attendance at work, as well as on lateness and non-appearance, indicating the reasons that caused them, and keeps records of the payroll of employees.4.3. Systematically makes changes related to registration of hiring employees, transfers, dismissals, granting vacations, etc.

4.4. Monitors the timeliness of employees submitting certificates of temporary disability, nursing certificates and other documents confirming their right to absence from work.4.5.

In accordance with the established procedure, submits a time sheet containing information about the time actually worked, overtime hours, violations of labor discipline, etc. 4.6. Performs individual official assignments from his immediate superior

The timekeeper has the right: 5.1. Get acquainted with the draft decisions of the enterprise management concerning its activities.5.2. Make proposals for improving work related to the responsibilities provided for in these instructions.5.3.

Within your competence, inform your immediate supervisor about all shortcomings identified in the course of your activities and make proposals for their elimination.5.4. Request personally or on behalf of management from heads of departments of the enterprise and specialists information and documents necessary to fulfill his official duties.

5.5. Demand that the management of the enterprise provide assistance in the performance of its official duties and rights.

The timekeeper is responsible:6.1. For improper performance or failure to fulfill one’s job duties provided for in this job description - within the limits determined by the current labor legislation of Ukraine.6.2.

For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of Ukraine.6.3.

https://youtu.be/J_bSv6ocxIw

For causing material damage - within the limits determined by the current labor and civil legislation of Ukraine.

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7.1. The timekeeper's working hours are determined in accordance with the internal labor regulations established in the enterprise.

The terms of remuneration for timekeepers are determined in accordance with the Regulations on remuneration of personnel.

9.1 This Job Description is drawn up in two copies, one of which is kept by the Company, the other by the employee.9.

2 Tasks, Responsibilities, Rights and Responsibilities can be clarified in accordance with changes in the Structure, Tasks and Functions of the structural unit and workplace.9.

3 Changes and additions to this Job Description are made by order of the general director of the enterprise.

Head of structural unit

(signature) (last name, initials) AGREED BY: Head of the Legal Department (signature) (last name, initials)00.00.0000 I have read the instructions: (signature) (last name, initials)00.00.00

The timekeeper belongs to the category of technical performers.

A person with primary vocational education is appointed to the position of timekeeper without presenting any work experience requirements.

Appointment to the position of timekeeper and dismissal from it is made by order of the General Director upon submission of the head of the personnel department.

• Resolutions, orders, orders, regulations, instructions, other guidance materials and regulatory documents on maintaining time records.
• Shift schedules and working hours at the enterprise and its divisions.
• Organization of office work at the enterprise.
• Organizational structure of the enterprise.
• Basics of labor organization.
• Labor legislation.
• Internal labor regulations.
• Labor protection rules and regulations.
• Electronic systems for recording working hours and maintaining timesheets adopted at the enterprise.

The timekeeper reports directly to the HR Director.

During the absence of the timekeeper (illness, vacation, etc.), his duties are performed by a human resources specialist or a person appointed by order of the General Director.

Timekeeper:

• Maintains time sheets of the actual time of employees' stay at the enterprise, monitors their timely attendance at work and departure from work, and presence at work places.
• Makes appropriate notes in the report card and draws up daily reports (summaries) on attendance at work, as well as on lateness and absences, indicating the reasons that caused them, and keeps records of the payroll of employees.
• Systematically makes changes related to registration of hiring employees, transfers, dismissals, granting vacations, etc.
• Monitors the timeliness of employees submitting certificates of temporary disability, sick care certificates and other documents confirming their right to absence from work.
• In accordance with the established procedure, submits a time sheet containing information about the time actually worked, overtime hours, violations of labor discipline, etc.
• Maintains and records orders for the absence of personnel and their additional involvement in work in accordance with the rules of personnel document flow.
• Draws up the necessary weekly, monthly, quarterly and annual reports related to work with the company’s personnel.
• Participates in events for the employment of new employees (carries out organizational work, photographing new employees, etc.).
• Participates in one-time events to work with personnel (conducting medical examinations, corporate events, etc.).
• Works with information board and honor board to present required information to staff.
• Performs individual official assignments from his immediate superior.

Employment

First of all, the candidate must sign up for an interview with the management of the organization in which he wishes to work. After his positive decision, the appropriate medical commission passes, where the doctor makes a conclusion about the suitability of the potential employee for the applying position.

The appointment of a timekeeper to an enterprise is carried out in the personnel department of the organization. Where they are issued for review and signature, as well as an employment contract in 2 copies. And, of course, a list of job responsibilities of a timekeeper. One employment contract is intended for the employee, the second remains in the HR department of the organization.

After this you need to get to work.

HR inspector - job responsibilities

As stated in the Unified Qualification Directory, applicants with secondary education are considered for the position of personnel inspector; the presence of professional experience does not matter. The entire scope of job responsibilities of the HR inspector is defined in the internal instructions. This includes performing clerical tasks:

• documentary recording of personnel transactions reflecting the employee’s status: hired, fired, transferred;

• creating and updating personal files of personnel, entering additional information into them;
• filling out, monitoring and storing work books;
• processing and calculation of sick leave;
• tracking vacations and payment of vacation benefits;
• processing of documents for the assignment of pensions, compensations, subsidies;
• entering information about changes in the qualitative and quantitative composition of the team into the company database;
• identifying the reasons for staff turnover;
• archiving documents and transferring them for storage;

In addition to office work, the duties of the HR inspector also include the selection of employees for vacancies in accordance with professional requirements and level of communication skills. The personnel officer places advertisements in the press and Internet portals, submits the application to the employment center, and conducts interviews. His task is not just to select a professional, but to find a person who will easily fit into the team and will not become a source of conflict. The management may provide for the duty of the inspector to conduct a competition among applicants. Selection activities and control of passing are the responsibility of the personnel officer.

Some tips

If an employee is internally “ripe” for a promotion, but the manager for some reason does not notice this, you need to start acting on your own:

1. Don't be shy to speak out. Due to the workload of management, sometimes the results of the work of subordinates are not noticed. You can and should pay your manager’s attention to personal achievements. At meetings, it wouldn’t hurt to publicly praise a colleague – this will draw attention to the fact that the employee can be a leader in the team.
2. Ask a colleague for help. Observe the work of senior employees, who will subsequently be able to give a positive recommendation to the timekeeper.
3. You need to fully concentrate on the task at hand. Don’t waste time on studying, secondary projects that take up all your energy.
4. Be patient. It would be a mistake to believe that a promising employee will be noticed within a week or a month. Sometimes people dream for years and go to the desired position.

A timekeeper at an enterprise is an employee who exercises constant control. Based on daily scheduled and unscheduled reports, management can draw conclusions about the productivity of the organization and make appropriate changes. Based on this, the work performed is well paid.

I. General provisions

1. The timekeeper belongs to the category of technical performers.
2. A person who has primary vocational education without requirements for work experience or secondary (complete) general education or basic general education and special training according to an established program without requirements for work experience is appointed to the position of timekeeper.

3. Appointment to the position of timekeeper and dismissal from it is made by order of the director of the enterprise upon presentation

4. The timekeeper must know:

4.1. Resolutions, orders, orders, regulations, instructions, other guidance materials and regulatory documents on maintaining time records.

4.2. Shift schedules and working hours at the enterprise and its divisions.

4.3. Organization of office work at the enterprise.

4.5. Basics of labor organization.

4.6. Labor legislation.

4.7. Internal labor regulations.

4.8. Labor protection rules and regulations.

5. The timekeeper reports directly to (the head of the HR department; the head of a structural unit included in the HR department; another official)

6. During the timekeeper’s absence (illness, vacation, etc.), his duties are performed by a person appointed by order of the director of the organization.