backoffice specialist (us onboarding / Payroll)Rose Solicar

Backoffice Specialist Job Description
Reporting to: Backoffice Team Leader
Department: Backoffice Team - Spectra360
RESPONSIBILITIES
Payroll:
• Weekly extraction of tear sheets showing branch record of new hires
• Contacts talents and clients through phone, sms, and email to complete timecards and timecard approvals in a timely manner
• Processestimecards and timecard approvals received either through Bullhorn Back Office (BBO), VMS, emails, etc.
• Processes Sick pay requests, Off Cycles, and Supplementals
• Communicates with the branches any talent payroll related issues (through fortnight meetings and on a daily basis)
• Handles any payroll related inquiries from the branches regarding check issuance, payroll calculation, lost checks, direct deposits, etc.
• Handles payroll related inquiries from the talents and escalates to the branches complicated issues when necessary
• Takes charge of incoming VOEs
• Takes charge of incoming calls to HR/corporate queue
• Takes charge of talent MHT enrollment and monitoring (Also takes charge of Job and placement creation related to MHT)
• Ensures that invoice entries are correct to avoid billing and reporting discrepancies.
• Other functions and tasks may be assigned (depending on business need)
Onboarding & Compliance:
• Reviews and approves new talent Placements from the branches.
• Reviews all talent details in the database (Bullhorn) to ensure that we are keeping accurate information.
• Works hand in hand with the branches in obtaining and completing talent documents (such as ID, I9, SSN, background check, drug test etc) and talent information (such as pay rate, bill rate, OT rate, etc) in a timely manner.
• Advises/Follow up branches for any missing requirements.
• Submits talent information to VMS (Fieldglass, IQN, Beeline)
• Closes placements as per branch request
• Sends Onboarding Documents to new leads as per branch request
• Functions as a "payroll specialist backup" when necessary
• Checks all placement locations and workers comp codes to ensure all are active in Smart Vensure
• Sets up talent payment option requests from all branches.
• Handles pre-approval and final approval of drivers
• Handles outgoing VOE requests through tenstreet and other external portals
• Initiates queries through tenstreet for Drug and Alcohol certifications
• Takes charge of DOT weekly Driver Audits to ensure all documents are complete and unexpired
• Handles incoming calls to HR/corporate queue
• Other functions and tasks may be assigned (depending on business need)
REPORTS
• Weekly payroll status update
• Weekly MHT monitoring report
• VMS Rates Audit
• Invoices Audit (Hours and Rates)
• IQN Audit
• Off cycle report
• Branch Meeting Report
• GP tracker (backup)
• New Hire Spreadsheet
• DOT audit Report
• Talent Termination Report
• "Placements created after hire date" Report
• Samba Safety Report
• VMS Hours Audit
• Driver Preapproval/Final Approval Report
• Lacking Requirements Report (I9/Everify and all other requirements)
• NOTE: Additional reports may be assigned when necessary
Backoffice Specialist Qualifications
• Excellent English communication skills (verbal and written)
• At least 6 months of work experience in a BPO setting supporting a US based back-office LOB.
• Preferably with Payroll and Onboarding work experience
Preferably a graduate of BS Accountancy / BS Management (or an equivalent course)
Excellent MS Excel skills
• Keen to details with a very good sense of urgency
• At least 6 months of experience working in US (graveyard) shift.
• Self-starter and can work with minimum supervision.
Summary of role requirements:
Looking for candidates available to work:
Monday: Evening
Tuesday: Evening
Wednesday: Evening
Thursday: Evening
Friday: Evening
1 year of relevant work experience required for this role
Working rights required for this role
Expected start date for role: 02 October 2023