What are the responsibilities and job description for the Business Office Coordinator position at Enterprise State Community College?
Position Summary
The Business Office Coordinator is responsible for providing administrative services to the Business Office and is primary point of contact for employee benefit administration. Under the direction of the Senior Accountant, the Coordinator assists with payroll accounting functions and tasks, employee time entry and leave administration.
This position will be based in Alexander City.
Essential Duties and Responsibilities
2. Follows college standards of professionalism and confidentiality, including courteous and friendly interaction with all employees.
3. Knowledgeable of college policies from General Catalog, Employee Handbook, and Alabama Community College System Fiscal Procedures Manual.
4. Serves as the benefit coordinator for the college.
5. Works with the auditor(s) providing correspondence and preparation of reports/information as requested.
6. Exhibits initiative to pursue tasks outside of primary area, as need dictates.
7. Works closely with Human Resources personnel to ensure all processes and procedures relevant to payroll and benefits are received and maintained.
8. Acts as a liaison between employees and PEEHIP, Teachers’ Retirement, and other insurance and annuity companies and vendors.
9. Enters and maintains all eligible employees in the PEEHIP portal in an accurate and timely manner.
10. Reconciles benefit vendor invoices as assigned.
11. Works with Teachers Retirement System (TRS) for employer cost rate and updates all records in management information computer system for the fiscal year.
12. Imparts information regarding benefit plans and offerings to all employees.
13. Coordinates annual benefit vendor fair.
14. Maintains all employee sick leave bank records and works collaboratively with Sick Leave Bank Committee Chair in compliance with college policies and procedures.
15. Responsible for processing of garnishments, tax liens, and other pertinent legally required payroll deductions and are properly documented and processed prior to month-end payroll as assigned.
16. Verifies department chart of account data into the payable software program as assigned.
17. Works in web-time system to verify time entry hours worked for payment of hourly part time staff members.
18. Processes and verifies the deduction process of leave hours prior to monthly payroll processing in web-time system.
19. Verifies, documents, and implements new regulations, laws, guidelines, and changes in personnel procedures and policies as directed by the Chancellor’s Office, the Department of Education and Finance, and IRS as they relate to the payroll and leave systems.
20. Prepares and timely submits payments and reports of employee earnings, taxes, and other deductions as required by regulatory agencies and benefit vendors, to include maintaining files for the creation of W2 forms as assigned.
21. Researches payroll discrepancies with appropriate staff, administration or payroll vendors; informs and recommends to supervisor any corrective actions to be taken.
22. Verifies and maintains employee leave balances in web-time system to include:
- maintaining the employee leave software system;
- entering and verifying the annual employee leave database changes to ensure current and accurate leave summaries;
- providing periodic leave summary reports each year to employees for verification; and
- maintaining adequate leave documentation to meet audit compliance.
24. Provides employees with forms to enroll or make changes in their payroll deductions programs.
25. Maintains direct deposit records.
26. Records payroll payable paid via EFT to the general ledger as assigned.
27. Communicates hourly payroll and leave due dates for SSB to employees appropriately.
28. Sets up new employees in TRS system and verifies employee deductions are being withheld accurately.
29. Responsible for completing TRS record self-audit periodically as assigned.
30. Enters journal vouchers and various accounting functions with guidance form Senior Accountant as assigned.
31. Assist with monthly and annual closeout processing as assigned.
32. Prepares various reports for ACCS claims (dual enrollment) as assigned.
33. Provides backup services for accounts and student payables as assigned.
34. Processes incoming and outgoing correspondence.
35. Responds to employee inquiries by phone and written correspondence.
36. Enhances professional knowledge and skills through professional development and continuing education.
37. Represents the institution in a positive manner.
38. Serves on committees as assigned.
39. Performs other duties as assigned.
Qualifications
1. Associate degree in office administration and/or business-related discipline from a regionally accredited institution is required; Bachelor degree is preferred.
2. Two (2) years’ experience in business office/accounting, human resources, or compensation and benefit management environment is required.
3. Demonstrated proficiency in computer skills and knowledge of current software packages (Microsoft Office) and operating systems (Banner, Alliant, NeoEd, etc.) is required.
4. Demonstrated and working knowledge of state and federal employment laws and regulations is
required. Excellent verbal and written communication skills is required.
5. High degree of professionalism is required.
6. Ability to deal sensitively with confidential information is required.
7. Decision-making, problem-solving, and analytical skills is required.
8. Organizational, multi-tasking, and prioritizing skills is required.
9. Related experience in postsecondary education setting is preferred.
10. Knowledge of Alabama Community College System Board policies is preferred.
Application Procedures/Additional Information
Applicants must meet the minimum qualifications and must submit a completed application through the ONLINE application system by the deadline date in order to be considered for the position. It is the sole responsibility of the applicant to ensure the application is complete and all required documentation is attached. Application material may not be submitted by fax or email. A complete application consists of the following:
1. Completed Central Alabama Community College online application.
2. Current resume.
3. College transcripts (copies will be accepted; if employed, it is the responsibility of the employee to furnish official transcripts to CACC). Transcripts must provide degree and date degree was awarded.
Applicants must travel at their own expense.
Central Alabama Community College will make reasonable accommodations for qualified disabled applicants or employees. The College reserves the right not to fill the position in the event of budgetary or operational constraints. Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense.
The College reserves the right not to fill the position in the event of budgetary or operational constraints. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Central Alabama Community College from the institution(s) granting credits.
BACKGROUND CHECK STATEMENT: In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check. Central Alabama Community College reserves the right to withdraw this job announcement at any time prior to awarding the position. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. Central Alabama Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post-secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Central Alabama Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees. Central Alabama Community College will make reasonable accommodations for qualified disabled employees and encourages individuals desiring reasonable accommodations to request such accommodations through the Human Resources department.
WORKING CONDITIONS AND PHYSICAL DEMANDS: The work environment characteristics and physical demands described herein are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. The employee must follow all safety requirements carefully and wear any personal protective equipment applicable. While performing the duties of this job, the employee is regularly required to walk; sit; use hands to touch, handle, or feel; reach with hands and arms; talk and hear. The employee frequently is required to stand. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.Central Alabama Community College will make reasonable accommodations for qualified disabled employees and encourages individuals desiring reasonable accommodations to request such accommodations through the Human Resources department.
