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Operations Supervisor - Timesheets

Job Details

Job Location

iLIFE Main - Milwaukee, WI

Position Type

Full Time

Education Level

4 Year Degree or Equivalent Experience

Travel Percentage

Minimal; Less than 10%

Job Category

Nonprofit - Social Services

Description

**Job Purpose** : The Operations Supervisor - Timesheets leads internal iLIFE staff and ensures that all iLIFE timesheet-related functions are managed for the benefit of all iLIFE customers. This position focuses on timesheet processing, including data entry and payment resolution, and is responsible for making sure iLIFE is compliant with all contractual and regulatory requirements.

Essential Job Functions:

(Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.)

+ Oversees the entire Timesheet and Resolution teams, ensuring staff and leads are meeting deadlines and completing daily tasks consistently.

+ Uses metrics and KPIs to manage timesheet and payroll processing to meet strict deadlines while proactively planning for unexpected delays or issues.

+ Develops, documents, and implements process improvements to increase efficiency, accuracy, and reduce team errors.

+ Monitors and coaches team leads and staff on task management, accountability, and performance follow-up to meet department goals.

+ Supervises the teams responsible for data entry using manual entry and optical character reader technology, as well as teams responsible for more complex research and troubleshooting of payment issues and escalations.

+ Partners with IT and other departments to resolve system issues, recommend enhancements, and create operational solutions.

+ Trains and mentors team members to build skills for future growth and promotions.

+ Supports cross-functional needs and complete other duties as assigned to drive department and organizational success.

+ Other duties as assigned

Supervisory Responsibilities:

+ Performs human resources responsibilities for employees which includes onboarding, training, coaching on performance, completes performance reviews and overall employee morale. Recommends hiring, terminations, compensation changes, promotions, corrective action decisions and terminations. Reviews and approves accurate report of time.

+ Responsible for ensuring that personal actions, and actions of employees supervised, comply with the policies, regulations, and laws applicable to the program funders, contracts, and CFI business.

Qualifications

Required Education, Experience, Certifications, Licensure and Credentials: (Where appropriate, education and/or experience may be substituted)

**Minimum Required Education** : Bachelor's degree preferred; High School Diploma with equivalent combination of training and experience accepted.

**Minimum Required Experience:** Minimum of 4 years of experience in payroll operations with a focus on timesheet management. Prior experience supervising teams, including coaching, performance management, and staff development.

**Travel Type:** Less than 10%

Knowledge – Skills – Abilities:

+ Proven experience managing high-volume payroll processing using payroll software systems.

+ Strong ability to adapt to change, shifting priorities, and fast-paced environments.

+ A demonstrated commitment to 100% payroll accuracy

+ Ability to engage and work collaboratively with all levels of personnel within the company to achieve common goals.

+ Maintain confidentiality and comply with Health Insurance Portability and Accountability Act (HIPAA).

+ Ability to diffuse and manage stressful situations.

+ Attention to detail

+ Demonstrates proficiency in Microsoft Office, particularly Excel, with advanced skills in data analysis and reporting.

+ Ability to effectively communicate complex thoughts and directions over the telephone, by computer and in person.

+ Ability to direct the work of temporary staff as needed.

+ Maintain a high energy level that is focused on completing departmental and agency goals in a professional and timely manner.

+ Possess the desire to learn and grow with the job, enhancing responsibility and skill to a higher level.

Physical Requirements, Visual Acuity, and Work Conditions:

**Physical Requirements:** Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Work is performed largely in a fast paced, and at times stressful, office environment utilizing various office equipment including, but not limited to, a personal computer, copy machine, fax machine, and multi-line phone.

**Visual Acuity** : The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal.

**Working Conditions** : None: The worker is not substantially exposed to adverse environmental conditions. Hours of work will generally be Monday through Friday during regular iLIFE business hours and average at least 40 hours a week with additional evening and weekend hours as business needs dictate