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Firmwide Time & Absence Coordinator

Job ID: 6993

Updated: Jan 20, 2023

Location: Chicago, IL, United States

Category: Human Resources

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.
 
As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and management; restructurings; high-stakes litigation and trials; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,000+ lawyers) operating from 18 offices across the United States, Europe and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

The primary role of the Time & Absence Coordinator is to assist managers, timekeepers and employees on a firmwide basis with updating and maintaining the Firm’s time and attendance system, PeopleSoft.  On-going responsibilities include but are not limited to:  updating timesheets and absence entries on behalf of managers and employees, monitoring and fixing timesheet errors, creating and adding schedules for employees, maintaining setup fields on employee records, reviewing and adjusting absence balances, loading mass time entries in to timesheets, running reports for managers, running queries and using the results to update employee time and absence entries, reviewing and fixing data load errors, batch-processing absence entries and updating entitlement balances, annual absence entitlement and carryover processing, working closely with the Payroll team on the processes to load overtime and absences each pay period, working with the Firm’s technical teams to identify, log, and work system issues to resolution, participating in periodic system upgrades and enhancement projects, working closely with and training local office timekeepers, and maintaining and updating training documentation.

Essential Functions: (This list is not exhaustive and may be supplemented and changed as necessary.)

1.   On-going PeopleSoft Administration

  • Assist employees and managers with timecard, overtime, and absence-related questions;
  • Adjust employee timesheets and absences, as applicable;
  • Calculate vacation payouts;
  • Ensure all timecards are balanced before payroll processing deadlines, including communicating with employees that have timecards which are not balanced;
  • Run system absence calculations processing;
  • Provide backup assistance to local office timekeepers during peak periods;
  • Assist in overtime timesheet calculations; and
  • Maintain and update on-going employee schedule changes.

2.  Assist in Report Generation for Firm

  • Generate various system reports to ensure that all timecards are in balance and approved before sending time to payroll, and also ensure that hourly employees’ hours are submitted and approved each pay period;
  • Generate and distribute reports upon request for employees, managers, and other local office timekeepers.
  • Generate and analyze report information to identify trends, problem area(s) or additional training requirements and communicate information to appropriate parties.

3.  Other duties as Assigned

Qualifications & Requirements

Education, Work Experience, Skills:

Degree in Human Resources, Business or Administration Preferred.  The ideal candidate will have a proven track record of maintaining confidentiality, multi-tasking, meeting strict deadlines, flexibility with problem solving and working well under pressure.  Technical experience should include the creation and manipulation of information in Microsoft Excel and Microsoft Word.  Flexibility to work overtime is a must.  Human Resources experience with timekeeping is a plus.

Technologies/Software:

  • Microsoft Excel and Microsoft Access experience is a must
  • Timekeeping software, PeopleSoft is preferred
  • Zoom experience preferred

Work Environment:

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones and photocopiers. 

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.