Business Admin Specialist II

BASIC PURPOSE:

The Business Administration Specialist II is responsible for providing lead-level support for administrative duties within the onboarding, compliance, billing, and payroll functions of the organization. This role plays a crucial part in ensuring the efficient operation of these functions, contributing to the overall satisfaction of both clients and employees.

ESSENTIAL FUNCTIONS:

1. Onboarding:

• Coordinate the onboarding process for new hires, including collecting necessary documentation, conducting background checks, and facilitating orientation sessions.
• Ensure that new employees receive all relevant information, paperwork, and training to integrate smoothly into their roles and company culture.
• Act as a point of contact for new hires, addressing any questions or concerns during the onboarding process.
• Review initial and ongoing LiveScan and TB results.
• Manage completion of section two of the I-9 process via virtual meetings.
• Conduct supervisor reference calls and evaluate references, escalating concerning feedback to management.
• Ensure compliance documentation is received timely and that all permits, credentials, and licenses are legally compliant during the hiring process.

2. Compliance:

• Track and follow up on the expiration of permits and licenses, updating compliance records as needed.

3. Billing:

• Generate accurate invoices for clients based on agreed-upon billing terms and contracts.
• Verify timesheets and expense reports submitted by temporary employees for accuracy.
• Address billing discrepancies promptly, collaborating with internal teams and clients to resolve issues efficiently.
• Assist with the preparation and processing of weekly and monthly invoices, including updates to billing contact information.

4. Payroll:

• Process payroll for temporary employees, ensuring timely and accurate payments.
• Maintain payroll records and documentation, addressing inquiries from employees and resolving issues as needed.
• Perform data entry for late timesheets and service logs, create payroll reports, and reconcile timesheet discrepancies.
• Follow up on missing timesheets and maintain accurate timesheet records.

5. Communication and Collaboration:

• Serve as a liaison between clients, employees, and internal teams to facilitate effective communication.
• Collaborate with recruiters and account managers to align client needs with staffing solutions.
• Provide support and guidance to employees on administrative matters, fostering positive relationships.

6. Administrative Duties:

• Prepare and maintain various reports
• Update employee files and monitor payroll and invoice inboxes.
• Process personnel changes, including direct deposits and compliance metrics tracking.

• Other duties as assigned

Must have the ability to perform the essential functions of the job with or without reasonable accommodation.

QUALIFICATIONS:

* 1 years in payroll/billing administration in a high-volume environment.

* Strong understanding of employment laws and regulations to ensure compliance in administrative tasks.

* Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and relevant payroll/billing software; experience with Google Drive (Docs, Sheets, Forms).

* Meticulous with paperwork and data entry, ensuring accuracy in onboarding, compliance, billing, and payroll processes.

* Excellent organizational skills with the ability to manage multiple tasks and deadlines effectively.

* Strong verbal and written communication skills for professional interaction with clients, employees, and internal teams.

* Collaborative mindset to work with recruiters and account managers, fostering a cohesive work environment.

* Ability to handle highly confidential information responsibly.

Education:

High School diploma or equivalent required; degree in business administration, or a related field preferred. Or any equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.