Administrative Assistant

The Administrative Assistant – Timekeeping provides administrative support for Houston Health Department
’s timekeeping and payroll-related functions for approximately 1,015 City of Houston employees. This position works closely with employees, supervisors, Budget staff, Human Resources, and Payroll Services to help ensure employee time is accurately recorded, reviewed, corrected, and submitted within established payroll deadlines. The successful candidate will be highly organized, detail-oriented, dependable, and comfortable working with a high volume of timekeeping information.

This position requires sound judgment, discretion in handling confidential employee information, and the ability to research and resolve timekeeping issues while providing responsive customer service to employees and management.

Essential duties and responsibilities may include, but are not limited to, the following:

• Administers and maintains departmental timekeeping activities using the City of Houston's
• MyCOH system for approximately 1,015 employees.
• Works with Budget staff to review employee timesheets and timecards for accuracy, completeness, appropriate approvals, and compliance with established payroll deadlines.
• Identifies, researches, and assists with resolving timekeeping discrepancies, including missing time entries, incorrect time reporting, and other payroll-related issues.
• Makes authorized corrections and adjustments to employee time records to support accurate and timely payroll processing.
• Assists employees and supervisors with the preparation, review, correction, and approval of timesheets and timekeeping records.
• Coordinates with Payroll Services and Human Resources to research and resolve employee payroll and timekeeping concerns.
• Assists management with periodic reviews and audits of timekeeping and payroll data to identify errors, inconsistencies, missing information, and other issues that may affect payroll accuracy.
• Monitors timekeeping activities and follows up with employees and supervisors regarding incomplete, outstanding, or incorrect time records prior to established payroll deadlines.
• Provides training, guidance, and hands-on assistance to employees and supervisors on navigating MyCOH and completing timekeeping functions accurately.
• Maintains appropriate confidentiality when handling employee, payroll, and other sensitive information.
• Communicates professionally with employees, supervisors, management, Human Resources, Payroll Services, Budget staff, and other internal departments regarding timekeeping and payroll matters.
• Assists with reports, documentation, recordkeeping, and other administrative activities related to departmental timekeeping.
• Performs other related administrative and timekeeping duties as assigned.

The position is primarily performed in a professional office environment and requires extensive use of a computer and City information systems. The employee must be able to manage recurring deadlines and work effectively during high-volume payroll processing periods.

This position is considered essential to departmental payroll operations and may require working outside of normal business hours, including evenings, weekends, and holidays, as necessary to meet payroll close deadlines. The position may also be required to work extended hours, weekends, holidays, or alternate schedules during emergency activations, disaster response and recovery operations, or other events requiring continued City operations.

Candidates should be prepared to work a flexible schedule when operational and payroll requirements necessitate additional coverage.

The position is physically comfortable; the individual has discretion about walking, standing,…