Time Verification Clerk - Full-time Job Listing at VON Canada in ON (Job ID ojofwfwc)

Description

Requisition Details:   Employment Status: Regular, Full Time (1.0 FTE)
Program Name: Employee Support Services
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Union/Bargaining Unit: CUPE
On Call: No Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.     Job Summary:   The Verification Coordinator (Time Verification Clerk) is responsible to accurately verify time, billed and payable to meet the deadlines set out by billing and payroll process. Verification is responsible for Celltrak (Callme) process and Non Celltrak (CSS Timesheet) as well as time templates for the operational management and admin teams. Complete verification to ensure all front-line services providers – time, hours, mileage, km's are captured in the reporting timekeeping period for payroll processing and billing visits to the LIHN's for revenue.    Key Responsibilites:

• Verify employee information (hours worked, attendance, absence, mileage, KM's, overtime, premiums, time traveled and pay adjustments) on the record of service (including visit and order information) in line with established verification timelines.
• Ensures all Celltrak alerts are cleared, build timekeeping period and run the Callme process for each day to be paid.  
• Enter ETS (Exception time sheets) adjustments information into Procura, and audit to ensure accuracy.
• Generate Procura reports to ensure client visits are captured for the correct day of reporting work.
• Resolves any discrepancies by working with CSA Team Leads regarding investigation of discrepancies, errors or attendance and absences not reported within timelines.
• Generate Callme for entire period before closing Timekeeping period.
• Non Celltrak, verifies the working schedule against employee's actual worked day, runs various audit reports to gain a visual for the employee's working day i.e. ROS (record of service) and/or timesheets; ensuring all time is entered. 
• Sends daily notifications of late ROS/timesheets to employee and operational management teams.  
• Runs unverified report daily to report to CSA leads of unreported time to meet payroll and verification timelines.
• Ensures the bill rate, pay rate/bill serve and pay serves are accurate to prevent rejected billing or missed billing.
• Work's closely with A/R – Billing and Finance teams regarding resolution of billing rejections.
• Ensures necessary discrepancies are corrected in a timely manner.
• Work with Payroll Coordinators and Payroll Specialist for employee inquiries related to Procura Schedules in a timely manner as required resolution within 24 hours.
• Generates reports from time and distance in celltrak applications by converting the mileage to travel time calculations.  
• Ensures timekeeping period is closed when all tasks are completed and requires sending notification of period close to Site, Payroll Teams, and Finance teams.
• Accountable to follow guidelines for verification process when opening timekeeping periods, using the Lean method and principles. 

External and Internal Relationships:  

• Works closely with the Client Service Associate (CSA) Leads, Nurse managers, Supervisor leads and payroll teams.
• Engages with cross function team such as Finance, Corporate Services, Operational Teams, Regional Executive Directors and District Executive Directors.

 Education, Designations and Experience:  

• Degree or diploma in Business Administration or a related field.
• A minimum of 3 years of related experience providing scheduling/ timekeeping, billing or payroll services in an automated environment.
• Knowledge of Procura, Celltrak and or SAP is a definite asset.
• Experience with both union and non-union environments.
• Experience in administrative and clerical procedures such as word processing and managing files and records.
• Knowledge of Lean methods principles and practice to ensure delivery of exemplary customer service.
• Knowledge of scheduling systems.

 Skill Requirements:  

• Highly proficient in Microsoft Office, with particular ability in Excel.
• Strong data entry skills.
• Competency in SAP, HRIS systems and Scheduling Systems.
• Effective time management with the ability to meet deadlines and work effectively in a fast-paced environment.
• Strong capacity for team work.
• Effective Organizational skills and attention to detail.
• Able to solve problems and provide resolutions effectively.
• Strong interpersonal and communication skills.
• Customer service orientation and high confidentiality requirement is a must.   

Other:  

• A current and original copy of a satisfactory Criminal Records Check.
• A Vulnerable Sector Search and/or a Child Abuse Registry Check may be required.
• Available to work flexible hours.
• The use of Personal Protective Equipment (PPE) may be required
  

  Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.   Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s).  If the posting remains open after the initial deadline, VON may close the posting at its' discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.

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