Time and Attendance Specialist

Tēnei tūranga – About the role

The purpose of the Time and Attendance Specialist is to provide accurate and timely time and attendance payroll processing and services for all MBIE employees. The Time and Attendance Specialist will have a strong understanding of current New Zealand payroll legislation, including the Holidays Act and a firm understanding of complex contractual agreements and how they interlink with internal policies and procedures.

They are an important part of a busy team and embrace an environment where collaboration across teams is essential and will actively lean into different ways of working.

The Time and Attendance Specialist collaborates regularly with the Payroll Specialists, and others in Operations to ensure SLAs are meet, fully documented, and audited, as required.

Ngā herenga – Requirements of the role

Personal specifications

• Working under pressure - can produce results under significant pressure, staying calm and effective.
• A “can do” attitude and a willingness to learn and assist others.
• Relates well to all kinds of people with a strong customer focus.
• Experience in timesheet processing, rostering, work patterns and payroll tasks in a complex Corporate or Public Sector environment will be beneficial.
• Numerical ability and accurate data entry skills, with high attention to detail.
• Understanding of payroll legislation, and processes involving leave overtime and hours of work.
• Ability to recognise when things need escalating.
• Excellent written and spoken communication and interpersonal skills.
• Common sense and a practical approach.
• Sound level of computer literacy - familiarity with SAP would be beneficial.
• Must have the legal right to live and work in New Zealand.
• Credit check required.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Processing

• Maintains current knowledge of applicable legislation and contractual requirements and processes accordingly.
• Follows processes and ensures all actions are fully documented, auditable and audit logs are monitored.
• Operates all controls and time and attendance requirements effectively and ensures data integrity is maintained.
• Maintains operational effectiveness by following policies and procedures; and escalates any foreseen issues.
• Keeps information confidential, and understands confidentiality and privacy issues.
• Resolves time and attendance discrepancies by collecting and analysing information.
• Clears any alerts in a timely manner and escalates any as required to the Team Leader Time and Attendance.
• Provides calculation and payment of all time and attendance processes via the system, and / or supports with manual calculations as required.
• Assists with pay period consolidation and uploads of data to agreed times in the pay cycle.
• Assists with time and attendance queries and audits.
• Works with other parts of the wider Operations team or Corporate Services group to fulfil reporting requirements.
• Works closely with others across the Operations team and Corporate Services group as required to ensure accurate and timely processes are followed.
• Always looks to improve service.
• Maintains professionalism.

Relationships and Collaboration

• Maintains relationships with internal and external stakeholders.
• Works with other parts of the wider Operations team or P&C group to fulfil reporting requirements.
• Works closely with others across the Operations team and P&C as required to ensure accurate and timely processes are followed.
• Identifies the needs or expectations of customers both internal and external.
• Works hard to meet customer deadlines.
• Shares knowledge and mentors others.
• Identifies the needs or expectations of customers both internal and external.
• Works hard to meet customer deadlines.
• Has the ability to work across other workstreams as may be required within the Operational space, where it impacts other such as case management and payroll.

Quality Assurance

• Assists with auditor queries and manages audit logs.
• Operates related process controls and ensures data integrity is maintained.
• Ensures data integrity is maintained at all times and provides support and audit monitoring through process review and reporting to highlight any areas for improvement to the Team Leader Time and Attendance.
• Employees’ documentation is correct and filed.

Wellbeing, health and safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others safety at all times.
• Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Time and Attendance Specialist position reports into the Team Lead Time and Attendance within the Corporate Services branch. The branch sits within the Corporate Services, Finance and Enablement group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission