Key Responsibilities:
Candidate process and pre-start documents
• Provide world class customer service in every interaction to ensure a quality candidate experience
• Receive and review onboarding trigger (ESF, SIF, or other forms)
• Communicate all pre-employment screen requirements to the CSA, and coordinate contractor orientations, I9s, and other local onboarding requirements with the local field office
• Ensure all potential contract employees adhere to pre-employment screen guidelines and are removed from the process if they are not compliant
• Enter and manage background, drug testing and medical screening process for contractors
• Manage the HR folder process to ensure onboarding paperwork is completely in a timely manner
• Emphasize usage of Direct Deposit or electronic deposit and CashPay to all contractors and clients
• Provide pre-employment documents and screen requirements to the candidate for review and signature
• Perform collection of timecards and record of time data in the payroll system
• Monitor time (regular, overtime & other hours) and attendance against timesheet data and time entry system to ensure correct submissions for the payroll system
• Run reports to identify missing timecard information and/or variances; work with contractor to validate and correct timecards
• Confirm all compliance requirements are met to process payment; request missing requirements in order to process payment through payroll system
• Communicate with clients and contractors to obtain approved timecards and expense documents.
• Manage time adjustment process (in case of time errors), including completion of required documentation, updates in the system and communications with impacted stakeholders
• Manage and track personal time off (PTO), absence etc.; manage related documentation and system updates
Client requirements management
• Ensure client pre-employment requirements, forms, policies, and documents with regard to onboarding are kept current and validated with Compliance departments.
• Manage client requirements for the onboarding packet (e.g. authorization forms, drug tests, background checks etc.) and update the Candidate Tracker with contractor data until candidate is cleared to start
• Collect expense forms and record expense information into payroll system
• Track contractor expense reports and ensure accurate matching with claimable receipts
• Execute expense report adjustments in payroll system
Candidate data and lifecycle management
• Ensure that candidate information is set up in the system and appropriate provisioning is complete (security, email accounts, asset re-allocation for job/position changes)
• Ensure accurate and timely entry of candidate data, onboarding process updates, and all other required documentation within the onboarding and compliance process
• Document all candidate/contractor touchpoints and communicate updates in a timely manner
Compliance and issue resolution
• Support issue resolution with regards to the Onboarding process, including working closely with the field office to communicate required activities that need to happen in the field, and interacting with contractor for the required follow-ups with a goal of ensuring customer satisfaction and timeliness
• Support issue resolution with regards to the TCE process with a goal of ensuring customer satisfaction and timely resolution, including working closely with the field office to communicate required activities that need to happen in the field, and interacting with contractor for the required follow-ups
• Validate time & attendance against timesheet data and invoice where required
• Promptly escalate complex time and expense related inquires and issues to TCE Supervisor for resolution
• Validate payment against expense forms, receipt back up and client & regulatory requirements.
• Manage timecard and billing audit and collection (including contacting contractors and/or clients for missing timecards) in PeopleSoft and Time Central
• Start , Finish entry and Data entry
• Enter all starts (new hire and rehire) for assigned field offices within 24 hours of confirmed start date or finish.
• Audit New Starts report and partner with field office to confirm accuracy
• Process finishes according to state specific requirements to ensure compliance
• Assist with data entry of personal data updates, direct deposit, position changes including rates and end dates.
Candidate off-boarding
• Manage and communicate off-boarding requirements
• Manage candidate off boarding, including termination notification, completion of unemployment data, meetings and hearings
