TIMEKEEPING SPECIALIST

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response. NYCEM is responsible for coordinating citywide emergency planning and response for all types and scales of emergencies. We are staffed by more than 200 dedicated professionals with diverse backgrounds and areas of expertise, including individuals assigned from other City agencies.

The Office of the Chief Operating Officer (COO) is comprised of Human Capital Management (HCM), Information Technology (IT), Support Services, and Geographic Information Systems (GIS). The Office of the COO is focused on implementing agency initiatives and strategies into daily operations to meet agency objectives and goals.

The Human Capital Management (HCM) unit coordinates all aspects of employee relations and organizational structure, which includes but is not limited to the areas of talent management, employee relations, payroll and timekeeping, benefits, HRIS and analytics, HR compliance, change management, organizational and performance management.

NYCEM is seeking a Timekeeper Specialist to lead timekeeping support and compliance for an agency of approximately 250 employees. Under the direction of the Deputy Director, Payroll and Timekeeping, the Timekeeper Specialist will be responsible for processing and maintaining time and attendance records in CityTime, supporting employees going on extended leave, and facilitating employees leaving the agency, with exit procedures and time and leave calculations. The Timekeeper Specialist must be well-versed in the systems, policies, and procedures around time and leave, and is able to work with employees, the HCM unit, and external agencies including FISA-OPA, on any issues that arise, to reach resolution quickly.

PREFERRED SKILLS

At least two years of timekeeping experience, with a working knowledge in payroll concepts.
Knowledge of the City’s time and leave policies, including leave regulations and Personnel Support Bulletins.
Experience with CityTime including approval organizations and second-level approvals.
Experience with the City Human Resource Management System (CHRMS) reporting functions.
Experience using Payroll Management System (PMS) a plus.
Excellent communication including strong writing skills and the ability to distill information clearly for the intended audience.
Excellent interpersonal communication skills and be able to assist employees from every organizational level.
Excellent time management skills.
Experience with project management including tracking, making projections, and meeting deadlines.
Detail-oriented with excellent organizational skills.
Curiosity and the ability to think critically about a situation.
Ability to handle multiple priorities, prioritize appropriately, and deliver proactively.
Solid skills in Microsoft Word, Excel, and PowerPoint.

In addition, the selected candidate will be able to demonstrate proven ability in the following areas, from the agency’s performance management model:

Competencies:
o Knowledge – possesses appropriate subject matter expertise.
o Work Ethic and Productivity – produces consistently high quality, accurate, and on-time deliverables; takes responsibility, is dependable, and accountable, and follows through; is responsive to requests from leadership.
o Strategic Problem Solving and Innovation – is thoughtful and deliberate in approach to solving problems; demonstrates innovation and creative thinking.
o Effective Communication – communication is clear, precise, and timely; understands their audience and display confidence in delivering their message.
o Teamwork – encourage collaboration and motivate others; is able to both lead and follow when necessary; is an active listener and consider a broad range of perspectives.

**Studies have shown that women, people of color, and other under-represented groups are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are interested in finding the best candidate for the job and will consider any equivalent combination of knowledge, skills, education and experience to meet qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.**


Responsibilities may include but are not limited to the following:

Time and Attendance Management:
Assist employees with any issues in their weekly timesheet submission via CityTime.
Audit timesheets, identify discrepancies, and take corrective action to adjust, including handling manual leave adjustments (MLAs) and corrections.
Perform schedule overrides, particularly during citywide activations, and approve timesheets, overtime, and leave requests.
Track and create activation codes for overtime during citywide activations.
Prepare and disseminate weekly overtime and ad-hoc reports.
Ensure the agency is well-versed in timekeeping policy and procedure, including providing training for new employees.
Handle employee travel-related timekeeping inquiries and ensure proper documentation for medical, jury duty, and FMLA absences.
Monitor and approve employee time and leave, including late or incomplete timesheet submissions.
Create Remedy tickets where necessary to resolve CityTime/ accrual issues.
Ensure compliance with Citywide regulations and agency policies.

Leave of Absence Administration:
Review and update leave balances for employees on medical leave or separating from service.
Prepare leave certificates, FMLA letters, and assist with FMLA coordination.
Process newly hired and transferred employees in CityTime and ensure proper documentation is maintained, including preparing and requesting DP-2001s.
Coordinate leave of absence documentation, respond to inquiries, and track employee leave status.
Perform data entry for time and leave events; review and resolve related issues in the Payroll Management System (PMS) and CityTime.
Provide guidance on leave of absence procedures and prepare necessary documentation.
Ensure compliance with City, State, and Federal regulations and policies as applicable.

Travel Coordination:
Work closely with Finance on confirming travel itineraries and creating schedules accordingly.
Assist employees with travel-related timekeeping issues.

Exit Procedures:
Communicate with employees who have given notice, ensuring they have received the exit policy and procedures.
Collect resignation paperwork.
Conduct exit interviews.
Review leave balances and adjust accordingly; prepare DP-2001s for employees transferring to other City agencies.
Prepare and maintain termination’ documentation including leave balances, last day paid, and final paycheck.

Payroll Support:
Work with the agency’s Payroll staff to ensure that employees are paid accurately and on time.
Serve as backup for payroll functions as necessary.

Other:
Complete special projects and provide operational support as needed.
Perform other duties and complete special projects as assigned.


**PLEASE NOTE THE FOLLOWING:

The selected candidate will support the on-call Emergency Operations Center (EOC) and may be expected to work non-business hours during some emergencies. These non-business hours include nights, weekends, holidays, and extended week hours outside of a 9AM-5PM schedule. The selected candidate may also participate in trainings to build skills and competencies in emergency response; will participate in drills and exercises associated with the on-call EOC team; and may volunteer to assist with Ready NY emergency preparedness presentations to external groups. EOC teams rotate every three weeks, and this position will be expected to participation in the transition meetings.
Opportunities exist for this position to be involved with many of the agency’s offerings to support our staff as whole people, including the participation in the agency’s Wellness initiative (housed within the HCM unit) and the agency’s Equity and Diversity Council.
Funding – This position is supported with a federal Emergency Management Performance Grant (EMPG) through 9/30/2026 with the possibility of an extension; the employee will be responsible for training requirements associated with this grant.
Candidates must be authorized to work in the United States without employer support to be eligible for selection.
The selected candidate will be required to be in person in the office location three days per week, with exceptions for extenuating circumstances.
For this position, the “Special Note” below in the Minimum Qualification Requirements does not apply.
IN ORDER TO BE CONSIDERED FOR THIS JOB, PLEASE SUBMIT A SEPARATE COVER LETTER IN THE ATTACHMENTS SECTION OF THE APPLICATION PORTAL.

EMERGENCY PREPAREDNESS SPECIAL - 94612

1. A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience in one or a combination of the following: emergency management, fire, police, or military service, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made; or

2. A baccalaureate degree from an accredited college and two years of satisfactory full time professional experience in the areas listed in "1" above; or

3. A master's degree from an accredited college in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences ,or related field and one year of satisfactory full-time professional experience in the areas listed “1" above, at least two years of which must have been in one of those areas, or another specialized area to which the appointment is to be made.

4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must have a four-year high school diploma or its educational equivalent.

Special Note:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, one additional year of professional experience as described in ""1"" above.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.