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Onboarding Specialist

4 weeks ago

Indianapolis, United States Brooksource Full time

The Jr Onboarding Specialist (OS) will be responsible for the execution, communication and monitoring of placement and onboarding activities for all Brooksource consultants once an offer has been accepted. The OS will work closely with Market, Accounting and HR teams to provide support, ensure placement accuracy, and troubleshoot any errors or issues throughout the placement process. The OS will provide consistent communication to each consultant throughout the paperwork process and provide ongoing support as it relates to change requests and updated documentation.


RESPONSIBILITIES

PROCESS MANAGEMENT

  • Create mapping system for teams to stay in the loop on active onboarding
  • Create documents on step-by-step instructions of what AE and Recruiter are still responsible for and how to utilize you
  • Create email templates for all clients
  • Answers for frequently asked questions for all candidates for anything relating to their onboarding.
  • Assist with client audits

JOBSCIENCE PLACEMENTS, EMPLOYEE FILES + TIMECARDS

  • Assist recruiters and account executives to create and manage placements after offer acceptance.
  • Add candidate profile and employee file information into ATS including tax, bank, employment agreement, Form I9, HIPPA, E-Verify and other client specific documents.
  • Attached any required paperwork or maintain any paper copies for Brooksource filing system.
  • Maintain consistent communication with consultant throughout the onboarding process via phone and email.
  • Provide recruiter and account executive status updates on placement/onboarding progress and completion.
  • Send Time Portal instructions to candidates.
  • Provide support for login issues, placement approvals to ensure consultants receive payroll email.
  • Launch electronic paperwork through Able software and any required background or drug screenings prior to consultants start date.
  • Responsible for change requests due to contract extension, completion, termination.
  • Submit change requests to ensure we are up to date with fall-off and finish reports.
  • Update any project onboarding trackers as needed 1-3 times a day.

ELECTRONIC ONBOARDING

  • Launch all W2 paperwork and client forms through Able.
  • Work with account executives and sales leadership to coordinate client forms and create custom packages and issue new tax forms, banking information as needed.
  • Verify all Form I9s and upload pictures of consultant identification as needed.
  • Update Form I9 hire dates for all rehires.
  • Confirm second signer information, resend email reminders, and reset passwords as needed.
  • Work closely with Eight Eleven and Able Technical Support to relay any errors with the integration.
  • Work closely with HR team to ensure all forms, employment agreements are up to date and completed correctly and in a timely manner.
  • Assist accounting team with Able process and troubleshoot any errors with paychecks, timecards.
  • Provide customer support for all consultant's questions on navigating Able software and troubleshoot any errors consultants have via email or phone as needed.

BACKGROUND, DRUG + OTHER TESTS

  • Work with HR team to create new screening packages on Sterling platform.
  • Launch packages for background, drug, vaccine, and other tests through Sterling as required by client.
  • Facilitate any communication between consultants and vendor to change clinic locations or extend expiration date.
  • Work closely with our vendor relationships to troubleshoot login issues and stay updated on any platform changes.
  • Distribute release forms to consultant as requested by client and call clinics to confirm employer information to release results as needed.
  • Relay any alerts to account executives and recruiters.
  • Assist with any billing issues as needed.

PAYROLL PARTNERS (PEOPLE 2.0)

  • Assist all Brooksource recruiters and account executives with onboarding their consultants in states we do not conduct business.
  • Gather candidate details, submit into vendor portal
  • Update placement, employee file with vendor details, submit to accounting
  • Work closely with our POC at PGC and People 2.0 to troubleshoot any issues
  • Answer any questions recruiters or consultants have over the process
  • Create change requests in PGC portal for extension, termination, etc.

1099 PAPERWORK

  • Launch 1099 paperwork, draft MSA, exhibit agreements, countersign.
  • Work closely with the legal / contracts department for specific changes needed
  • Enter all candidate information in Employee file (Form I9, taxes, banking information, self-identification, 1099 and People 2.0/ PGC details.
  • Update information for accounting as consultants make changes to personal information.

ADDITIONAL TASKS

  • Coordinate with HR Team to update state tax forms yearly in our share drive.
  • Organize and update Share Drive with various onboarding documents o Facilitate communication with HR for consultant benefit questions o Work closely with Accounting, IT and HR to ensure we are utilizing best practices.
  • Assist corporate with software purchasing decisions (PGC)
  • Work closely with all recruiters and account executives to address consultant concerns as it relates to the onboarding process.
  • Send ADP instructions to resources. o Provide annual updates to sick leave policies, as needed.

QUALIFICATIONS

  • Experience in recruiting workflows and consultant onboarding.
  • Experience with electronic onboarding and screening software.
  • Excellent communication and customer service skills.
  • Ability to effectively interact and communicate with cross-functional teams.
  • Ability to manage and resolve issues.
  • Strong attention to detail and organizational skills.
  • Knowledge of HR and legal best practices, policies, and processes.


BENEFITS & PERKS

  • 401K match program
  • Full slate of benefits, including health, dental, vision plans, and HSA
  • Paid holidays
  • Paid vacation, sick, and personal days
  • Eight Eleven’s BeGiving Program: 8 hours per quarter for service work/volunteering
  • Access to Eight Eleven University: Internal personal & professional development program
  • Top-notch training programs at every step in your career
  • Access to a personal financial concierge
  • Genuine, passionate, family-oriented culture