Priority given to applications received by Monday, July 28, 2025, at 9:00 pm PST.
Please attach a resume and cover letter to the application. The cover letter will be attached to the same location as the resume. Your cover letter should address why you are interested in this position and what makes you a good fit for this role.
In-person interviews are tentatively scheduled to be held on Thursday, August 14, 2025. Please plan to be available.
COMPENSATION: 2025 Rates
The full budgeted pay range is $38.19 to $51.22 per hour ($79,400.00 - $106,536.00 annually)
Due to an upcoming retirement, we are hiring a new Operations Timekeeping Specialist. This role is responsible for overseeing and coordinating the end-to-end timekeeping process for the Operations division, ensuring accuracy, compliance, and timely processing.
Job Summary:
The Operations Timekeeping Specialist serves a key role in Operations management processes including timekeeping, workforce management application training and support responses. This position is responsible for overall timekeeping for Operations employees whose time is processed through our workforce management system including daily timekeeping verification, pay period finalization, and coordinating with Human Resources (HR) on confidential payroll and leave matters.
This position focuses on process improvements and providing a positive employee experience. Serves as the Operations subject matter expert (SME) for timekeeping; including policy, procedure, and use of applications. Documents and implements workflow improvements. Provides training and support for users of the timekeeping systems. Utilizes discretion and independent judgement in the regular course of duties.
ESSENTIAL JOB FUNCTIONS:
1. Timekeeping:
a. Processes timekeeping records for employees in WTA’s workforce management application.
b. Collaborates with staff on timekeeping inquiries, including accrual balances, leave requests, etc.
c. Validates and updates daily timekeeping entries. Finalizes, verifies, and approves timekeeping records for each payroll cycle.
d. Works closely with HR to ensure leave related timekeeping is tracked, entered, and processed accurately.
e. Ensures and verifies accuracy and consistency of timekeeping records for Payroll’s final timekeeping file.
f. Tracks employee leave and accruals to ensure accurate leave entries in the timekeeping system. Ensures compliance with all WTA policies, collective bargaining agreements, and State and Federal benefit and leave regulations. Maintains strict confidentiality related to employee data, payroll information, and leave usage.
g. Investigates and leads resolution efforts for timekeeping errors. Recommends or conducts adjustments for process improvements. Processes payroll corrections, as needed.
2. Workforce Management Application:
a. Serves as a subject matter expert on timekeeping data flow throughout the entire timekeeping process.
b. Coordinates and supports data flow into and through the workforce management application, including managing employee demographic information, job changes, and timekeeping inputs and outputs with other systems.
c. Ensures accuracy of shift and markup related timekeeping data and documents for Fixed Route and Paratransit shifts.
d. Organizes, coordinates, and delivers timekeeping training for Operations staff as needed.
e. Serves as the primary point of contact for Operations related timekeeping questions.
f. Coordinates with HR Department for timekeeping and payroll needs including participation in HR Department efforts, training, and meetings. Works closely with the IT division to document and test related software upgrades.
g. Creates, develops, and maintains technical and user documentation, for timekeeping systems and internal WTA processes.
h. Maintains timekeeping manuals with detailed documentation for backup timekeepers.
3. Administrative Support:
a. Provides administrative support to the Operations division.
b. Supports Operations Records Management efforts with retention and disposition of records according to State and Local Government Record Retention Schedules.
c. Maintains records in accordance with the Public Records Act and assists with fulfilling public records requests and audits, as necessary.
d. Supports processing video requests in response to customer comments, staff requests, events/incidents, and files for appropriate record retention, as needed.
4. Drug and Alcohol Abuse Prevention Program:
a. Provides support for application of WTA’s Drug and Alcohol Abuse Prevention Program, including scheduling and tracking employee random drug tests.
ADDITIONAL JOB FUNCTIONS:
1. Participates in ongoing organization training on issues related to the position and organization.
2. May attend offsite conferences or trainings.
3. Will occasionally work outside of standard business hours and on weekends, as required, especially around payroll cycles and travel.
4. Performs other related duties as assigned.
QUALIFICATIONS:
To perform this job successfully, each essential function must be performed satisfactorily. The requirements listed below are representative of the knowledge, experience, skill, and ability required.
KNOWLEDGE:
· Public transportation scheduling principles, practices, and systems.
· Principles and practices of the payroll functional area.
· Current local, state, and federal leave laws.
· Proficient with Microsoft Office Suite or similar software.
· Excellent written and verbal communication skills.
· Excellent organizational and time management skills.
· Basic labor contract interpretation principles.
· Advanced English language, grammar, and punctuation.
SKILLS AND ABILITIES:
· Analyze problems, and take initiative to plan and organize, and complete projects with timelines.
· Exhibit research, analytical, and critical thinking skills; exercise independent judgement.
· Read, interpret, understand, and utilize rules, regulations, policies, and procedures.
· Operate under direct, but limited supervision and make decisions, assume responsibility, and analyze and think through problems
· Apply high attention to detail to ensure accuracy of work product.
· Work independently and with a team to prioritize workload/schedule to meet deadlines in an environment of frequent interruptions.
· Be adaptable, flexible, and tolerate stress.
· Communicate effectively, both orally and in writing; explain technical information or processes to non-technical users or audiences.
· Demonstrated skill in using spreadsheets, word processing, dispatch applications, and database management software.
· Gather data/records for analysis during bargaining sessions as needed.
· Maintain strict confidentiality of WTA records and employee information.
· Establish and maintain working relationships with co-workers at all levels of the organization, as well as people affiliated with other organizations and vendors.
· Exhibit experience with computer applications related to areas of responsibility.
· Utilize computer equipment in order to input work time and carry out other computer-related tasks and keyboard at intermediate to advanced level.
Ability to understand and apply WTA, Division, and Department policies and procedures.
Ability to act with integrity, professionalism, and confidentiality
· Train users on timekeeping systems and processes, individually and in small groups.
· Audit large pools of data and process detailed multi-faceted data accurately.
· Manage competing requests and deadlines with skilled priority-based organization and defined task tracking methodology.
· Plan and lead meetings and present data and make recommendations relevant to job duties.
WORKING CONDITIONS, TOOLS, AND EQUIPMENT:
Duties are performed primarily in an office environment but also require traveling between agency headquarters and transit stations, on routes and to various other locations. Travel is generally within Whatcom County, with occasional trips to regional and national meetings and training courses. Typical office equipment used to accomplish job tasks: computer, cell phone, printer, photocopier/scanner, calculator, and telephone.
Education and Experience:
Education:
High school diploma or equivalent, required.
Associate’s degree or bachelor’s degree in job-related field of study from an accredited school, preferred.
Experience:
At least three (3) years of experience with complex timekeeping or data managements systems, required. Two (2) years’ experience with public transportation and customer service preferred. One (1) year of experience providing support or training for a data application, preferred.
Other combinations of education and experience which would provide the applicant with the desired qualifications required to perform the job may be considered.
License or Certificates:
· Must pass a comprehensive background check.
PHYSICAL REQUIREMENTS:
· Prolonged periods of sitting at a desk and working on a computer.
· Must be able to lift 15 pounds at times.
· Must be able to access and navigate each division at the organization's facilities.
SPECIAL REQUIREMENTS:
Participation in the WTA's Drug and Alcohol Abuse Prevention Program is a requirement of employment which includes reasonable suspicion drug and alcohol testing.
REASONABLE ACCOMMODATION:
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
Applications must be received by Monday, July 28, 2025, at 9:00 pm PST
Apply at: https://ridewta.exacthire.com/job/181896