Timecard Coordinator Location: Denver, CO, United States Healthcare Provider Type : Corporate START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req\_id=3332544&source=3332544-CJB-0) Experience the Matrix Providers Advantage. We strive to provide a framework of stability and structure for our valued employees. Matrix Providers is hiring a Job Title to join our team of talented professionals who provide health care services to our Military Service Members and their families. + This is a remote position and will be performed out of the candidate-s home-based office. Individual must have discipline to work in this work environment and needs to be reliable and readily available throughout the workday. - Employment Status: Full Time - Compensation: $23-25.00 DOE - Schedule: Monday- Friday 8am -5pm Core Business Hours - Benefits: Competitive financial package with a comprehensive insurance package including health, dental, vision, and life coverage. o Accrued Paid Time Off (PTO) o Paid Holidays (Outlined in Handbook) o 401(k) Plan Job Overview - Primary regional contact for timekeeping system, responds to and assist in resolving difficult and sensitive requests. - Ensure Time & Attendance records are submitted on every employee within established deadlines. - Run daily reports to identify missing Time & Attendance records and contact employee accordingly. Including reviewing reporting, updating employee profiles to ensure accurate processing of staff timecards. - Responsible for new hire and ongoing training and compliance. - Trouble shoot and work with internal staff on issues regarding timekeeping discrepancies. - Ensure all timecards are completed, reviewed, signed and submitted by the established deadlines each week. - This role requires a high level of attention to detail, as well as the ability to manage strict deadlines for payroll processing. - Special tasks and duties as assigned. - Assist Corporate and Field staff with time off requests, collecting and validating practitioner availability. - Assist with scheduling changes and approvals. - Assist Billing Analyst with short paid and rejected invoices. - Create availability calendars each month by the assigned deadline date. - Submit all updated availability calendar requests in a timely manner. Competencies - Typing on a keyboard and texting on a cell phone - Ability to communicate effectively with corporate and field employees Qualifications - 2+ years- experience in timekeeping, payroll, or other positions with similar duties. - Associate-s degree in accounting, Business Administration, or related field preferred. - Flexibility - the ability to adapt to changing needs of the organization and ability to meet critical deadlines. - A strong multi-tasker - capable of planning, organizing details while communicating effectively within organization. - Proficient with different accounting and payroll systems, Deltek/Costpoint experience preferred. Working knowledge of MS Office suite (Outlook, Word, Excel, PowerPoint). As a Timecard Coordinator, your primary responsibilities will include the following: 1. Timecard Verification and Monitoring - Verify that all employees open their timecards for the week by Tuesday. - Continuously monitor timecard entries each day to ensure employees fill out their time cards daily. - Follow up with employees who have not completed their timecards to ensure compliance and accuracy. 2. Daily Activity Comparison - Compare daily activity recorded in the timecards with notes on the MDE rosters and trackers, specifically regarding field staff scheduling and time-off requests. - Utilize notes provided on the roster, which originate from emails the TCC receives, communications from program managers, and additional notes added by program managers to effectively inform your review of timecards. 3. Follow-Up on Missing Hours - Conduct follow-up with field staff who appear to be missing hours to ensure that labor records are as accurate as possible. - This process is crucial as part of the month-end reporting and ensures that all labor hours are accounted for accurately. 4. Inbox Management - Manage your personal inbox, the Timecard Help inbox, and the Timesheet inbox, ensuring all emails are answered within 24 hours. 5. Field Staff Support - Provide information and answer questions from field staff regarding timesheets and time collection procedures, including how to request vacation, how to add fringe accounts, etc. 6. Referral to Appropriate Departments - Refer field staff to the appropriate departments for questions related to ADP for payroll, benefits for HR, and other non-time collection inquiries. Direct them to the program manager assigned to their respective field staff. 7. Follow-Up on Sign Timecards and Muster Sheets (MQS) - Follow up with staff who have not submitted signed timecards and muster sheets as requested by their Program Officer (PO). 8. Processing Timecard Amendments - Assist in processing timecard amendments, including contacting field staff to instruct them on how to open the original timecard and make the necessary changes. - Follow up with the program manager to ensure that the amendment is approved. 9. Review Outstanding PTO Requests: Timecard coordinators are responsible for regularly reviewing the list of outstanding PTO requests to ensure timely processing. - Scrub the list of outstanding PTO requests to identify any discrepancies or missing information. This includes checking for duplicate requests and ensuring that all requests are complete. - For each outstanding PTO request, determine if the employee has sufficient PTO accrued to cover the requested time off. - Considering any pending PTO requests that may affect the balance. - Provide detailed notes for each request indicating: Whether the employee will have PTO accrued for the requested time off. - If the employee will not have sufficient PTO, specify that they will need to take leave without pay (LWOP). Any other relevant information that may assist in the decision-making process. - Submit the scrubbed list along with the detailed notes to the assigned program manager for their review. - Ensure that the program manager is aware of any requests that may require urgent attention or approval. The program manager will use the provided information to make informed decisions regarding the approval or rejection of PTO requests, ensuring that all factors have been considered. 10. Confirm that any adjustments made to the timesheet for pre-hire training payments align with the dates recorded in the MD roster. - If there are any discrepancies or delays in payment approvals, communicate these issues promptly to the appropriate personnel for resolution. - Maintain records of all communications regarding pre-hire training payment approvals and updates for accountability and future reference. 11. Timecard Coordinators are responsible for creating availability calendars each month by the assigned deadline date. Any requests from Optum requiring updated availability calendars, whether for group or individual providers, must be submitted in a timely manner. Additionally, all requests must include the assigned program manager in the communication to ensure proper oversight and coordination. 12. Communication with Program Managers - Ensure that all emails regarding employees are copied to the assigned program manager to maintain transparency and proper communication. Your attention to detail and proactive communication are key to maintaining accurate time records and supporting our field staff effectively. Thank you for your commitment to these responsibilities. As a Timecard Coordinator, it is essential to handle field staff inquiries in a timely and organized manner. Your responsibilities with regard to responding to these inquiries include the following: Response Timeframe - All field staff inquiries, whether received via email, text, or phone call, must be returned within 24 hours. - If you are out of the office, your out-of-office email message should indicate who will be covering for you during your absence. Escalation Process for Inquiries: First Communication: - Respond to the initial inquiry via email to the employee, ensuring that you copy the assigned program manager on all correspondence. Second Communication: - If there is no response within 24 to 48 hours from the first communication, send a follow-up text to the employee. - This text should reference the original inquiry and indicate that this is a follow-up to the previous email. - Again, ensure that the assigned program manager is copied on this communication. Third Communication: - If you still do not receive a response, call the employee directly. - If you are unable to reach them, forward the original email (and the follow-up text) to the employee while copying the assigned program manager. - Additionally, reach out to the program manager to inform them that you have not heard back from the employee and that you require assistance. Your adherence to this structured approach will ensure effective communication with field staff and maintain a clear line of accountability. Thank you for your commitment to these responsibilities. This job description may not cover or contain a comprehensive listing of activities, duties or responsibilities required for this job. Duties, responsibilities, and activities may change anytime with or without notice. Come home to Matrix. Matrix Providers is an equal opportunity employer. Qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For our EEO Policy Statement, please see https://matrixproviders.com/accessibility-eeo-disclaimer. To learn more about our Benefits Packages, please see https://matrixproviders.com/benefits. Matrix Providers endeavors to make www.matrixproviders.com accessible to all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please get in touch with our Recruiting Hotline Number, 1-877-807-8277, TTY LINE, 385-722-8109. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req\_id=3332544&source=3332544-CJB-0)