Timekeeping Analyst

Department Overview

This position is in the Payroll, Timekeeping Service Center department, within OHSU Finance. OHSU Finance is the division within Oregon Health & Science University charged with the overall responsibility of accurately processing, reporting, and interpreting the university's financial transactions. We support healing, teaching, discovery, and outreach at OHSU by delivering quality financial information and services to the institution, its sponsors, and the community.

Under the direction of the Timekeeping Service Center Manager, this role is responsible will provide UKG Kronos Timekeeper, Scheduler, Badge Reader advanced expertise and user support to the OHSU campus community. Additionally, this position will provide timekeeping reporting expertise and support for timekeeping projects.

Function/Duties of Position

Kronos to Payroll Processing

• Utilize advanced knowledge of UKG Kronos applications including scheduling, timekeeping, attendance, bargaining agreements and payroll processes.
• Create and maintain comprehensive documentation for the timekeeping and scheduling function at OHSU to ensure the interface with the payroll system for timely accurate payroll processing.
• Configure and run complex timekeeping validation and audit procedures to ensure accurate timekeeping processes and data for the payroll processing.
• Analyze, validate and process timekeeping setup requests, including review of shift length, appropriate timekeeping waivers, type of schedules.
• Configure, maintain and update as needed the Kronos/Payroll check list; process and validate all check list items for accurate and timely payroll processing.
• Review Kronos entries and provide resolution to Kronos errors associated with Payroll processing.
• Analyze and process timekeeping setup requests and provide detailed clarification and advice regarding the applicable timekeeping and scheduling laws, policies and collective bargaining agreements.
• Monitor interfaces and data mapping between Kronos and other OHSU applications.  Troubleshoot any interface issues.

Kronos Application Maintenance and Development

• Contribute to creating detailed functional and technical design documents, including test plans, test cases, user training documents and implementation documentation.

• Review timekeeping and scheduling items included in bargaining agreements at the time negotiations occur for the multiple bargaining units as well throughout the life of the collective bargaining agreements to ensure alignment of timekeeping and scheduling procedures with the applicable laws, collective bargaining agreements and policies.

• Gather and analyze departmental data as well as feedback and requirements from managers, timekeepers and schedulers across the organization and consolidates these into business requirements for the timekeeping and scheduling system development.

• Troubleshoot complex timekeeping and scheduling items and provide timely resolution.

• Attend meetings and provide technical and functional information and expertise as it pertains to the responsibilities of this position and UKG Kronos as a whole.

Kronos Decision Support 

• Provide advanced level knowledge of the UKG Workforce Central system and the following modules: Timekeeper and Accruals, Leave and/or Attendance.

• Partner with the Payroll Management team, the ITG team and the HR Teams in all aspects of workforce management configurations, implementations, modifications and upgrades of time and attendance initiatives, including gathering and defining requirements, gap analysis, design, development and support.

• Utilize advanced knowledge of UKG Kronos reporting tools, SQL queries, Cognos, spreadsheets and data extraction methodologies to develop, update and maintain timekeeping reports for management decision support.

• Analyze complex data or facts and summarizes and presents findings in a compelling way in support of bargaining negotiations and decision making.

• Provides complex confidential data for union negotiations.

• Act as subject matter expert regarding timekeeping, scheduling and attendance management items.

• Provide leadership with proposals for new or improved processes, methodologies, systems, tools and or services to enhance the timekeeping and scheduling function of the organization based on practical experience, optimal outcomes and best practices.

User Support

• Utilize advanced knowledge of UKG Kronos applications and workflows, troubleshooting skills, customer service skills, communication and learning skills.

• Develop, update and maintain formal timekeeping, scheduling and attendance management training.

• Facilitate complex working sessions and training sessions for managers, timekeepers and schedulers across the organization, aligned with strategic objectives and tailors these to meet the departments’ specific needs as necessary based union specific requirements defines within the applicable collective bargaining agreements as well as based on work units’ specifics including healthcare inpatient/outpatients, units other than healthcare.

• Develop and deploy communications for timekeepers, schedulers, managers, HR Business Partners and end users regarding Kronos application changes.

• Respond to timekeeping and scheduling inquiries from employees and managers to ensure that timekeeping and scheduling procedures and requirements are followed based on the applicable laws, policies and collective bargaining agreements.

Other duties as assigned.

Required Qualifications

• Bachelor’s degree and 1 year Computer Science experience; OR

• An equivalent combination of training and/or experience.

• Experience in a health care and/or education environment.

• Experience with Kronos Workforce Applications including Timekeeping, Scheduling and Badge Readers.

• Hands on experience with the Kronos toolsets, including application configuration and the development of ad hoc reports and data integration routines.

• Experience with business analysis/software development, particularly requirements gathering and user acceptance testing.

• Experience providing user support/assistance on-site or over the phone/via email.

• Experience building training materials and training end users for Kronos applications.

Knowledge, Skills and Abilities

• Knowledge of Kronos applications, toolsets, and workflows.

• Knowledge of timekeeping and scheduling in a health care environment.

• Expertise in packaged software requirements gathering and documentation.

• Expertise in packaged software user acceptance testing.

• Expertise in the use of Microsoft Office applications.

• Knowledge of principles and processes for providing excellent user support service.

• Troubleshooting and analytical skills demonstrated by the ability to proactively pursue problem resolution to satisfy customer needs.

Preferred Qualifications

• 2 years of related experience.

• Expertise in general payroll processes.

• Knowledge of Oracle toolsets.

• Proficiency or Certification in Kronos applications.

Additional Details

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]