Office Coordinator

Job Description

Job Description

Overview

The Office Coordinator tracks and processes accounts payable invoices and oversees the supervision of the payroll process, ensuring employees are paid timely and accurately.

Responsibilities

• Assist with accounting functions such accounts receivables and payables, payroll and report preparation
• Maintains controls and records of financial transactions. May specialize in some phase of accounting work such as federal funds, account, payroll
• Complex data entry work involving cost accounting procedures, correcting / adjusting of journal entries
• May audit operating reports, vouchers, invoices, requisitions, purchase orders, and similar statements
• Responsible for processing of accounts payable and scanning of Accounts Payable, Accounts Receivable, and Month End close information
• Assist in gathering information and responding to ad hoc requests
• Assist in review and uploading of expense entries during month end
• Coordinate office and office equipment maintenance, as needed
• Maintain current and accurate assigned petty cash account(s).
• Collection and review of employee punch correction forms and / or manual timesheets. Obtain applicable supervisor approval as needed. Submit approved documents to Business Center weekly.
• Collection and review of employee mileage reimbursement forms. Obtain applicable supervisor approval as needed. Submit approved documents to Business Center weekly.
• As notified and as applicable, print Employee Time Detail reports from Workforce Timekeeper system. Distribute reports to supervisors for review. Communicate any discrepancies to the Business Center prior to payroll processing.
• Generate and distribute other Workforce Timekeeper or labor management reports per assigned frequency.
• Distribute payroll checks
• Maintain purchase cards and distribute as needed. Obtain weekly spend down and receipts from card holders / users. Reconcile receipts to US Bank statements and submit to Resource Center monthly.
• As applicable, report stolen or lost Purchase cards. Obtain replacement cards.
• As requested, prepare and submit request form to change limits, cancel, or order new purchase cards. Obtain ED approval.
• Submit approved request to Director of Planning & Analysis at the Resource Center.
• Prepare and submit SOURCE forms for new locations, relocation, lease renewals or other property updates.
• Receive consumer trust fund requests. Ensure appropriate approvals are obtained. Submit requests to BC for processing in RFMS.
• Prepare and submit vehicle transfer forms as needed.
• Maintain and distribute PHH cards. Obtain receipts and reconcile to monthly invoice. Notify Business Mgr of inaccuracies or concerns. Maintain file of receipts and invoices
• As applicable, report stolen or lost PHH cars. Obtain replacement cards.
• Gather census and attendance information on a weekly basis. Ensure documentation is complete and approval is present.
• Contact locations for missing documentation. Submit documentation to Business Mgr.
• As needed, complete representative payee reports and all social security paperwork for new admissions.
• Maintain tracking files (consumer financial files, service authorization, other) for business functions for each location assigned.
• Other duties as assigned

Qualifications