Administrative Specialist

The Administrative Specialist ensures accuracy, accountability, and transparency in time-tracking across the organization. This role actively monitors workforce activity data, investigates exceptions, and delivers clear, actionable insights to leadership. The position safeguards payroll integrity, supports capacity planning, and strengthens overall workforce performance.

Primary Duties & Core Expectations

Real-Time Monitoring & Exception Handling

• Monitor daily activity data for gaps, inactivity, irregular patterns, and compliance issues.
• Investigate alerts and determine whether exceptions are justified (e.g., trials, client meetings, travel, depositions, internal meetings).
• Maintain an escalating alert system to ensure timely follow-up and accountability.
• Identify employees who fall below compliance thresholds and escalate according to policy.

Reporting & Analytics

• Produce daily, weekly, and monthly leadership reports.
• Conduct trend analysis across locations, departments, and individual contributors.
• Segment justified vs. unjustified gaps to clarify true compliance risks.

Technical Integrity / System Compliance

• Ensure the time-tracking platform is active and correctly installed on all required devices.
• Conduct live spot checks using approved remote-access tools when data appears inconsistent.
• Troubleshoot system issues and coordinate with IT when necessary.

Policy, Enforcement & Training

• Maintain and refine procedures for monitoring, exception handling, and escalation.
• Train all new hires on time-tracking expectations, policies, and platform usage.
• Ensure supervisors understand their responsibilities when receiving escalations.
• Serve as a neutral compliance function—objective, data-driven, and unbiased.

Ideal Competencies

• Experience with Hubstaff or similar time-tracking platforms.
• Intermediate Excel and reporting skills.
• Strong pattern recognition and anomaly-detection capabilities.
• High comfort enforcing standards professionally and consistently.
• Ability to escalate issues clearly and factually, without emotion.

Background & Fit

• 3+ years of experience in compliance, HR operations, IT operations, workforce management, or similar functions.
• Experience supporting multi-location teams or distributed workforce operations.
• Professional services background (legal, healthcare, consulting) is a plus.
• Strong commitment to confidentiality and discretion.