Benefits/Accounts Payable Clerk

POSITION TITLE:   Benefits/Accounts Payable Clerk

FLSA:                      Non Exempt

REPORTS TO:        District Treasurer

TERMS OF EMPLOYMENT:  Accounts Payable Salary Schedule (240 days) with benefits According to the Classified Agreement.

QUALIFICATIONS:

• Aptitude for numeric calculations and interpretations

• Detail-oriented

• Good organizational and communication skills

• 10-key by touch

• Knowledge of financial software programs and strong Microsoft Excel 

• High school graduation or other equivalent (i.e. GED. College, technical, or trade school transcript, foreign equivalency, etc.); and;
• Five (5) years benefits and/ or degree in a related field (i.e., accounting, finance, business, etc.) and three (3) years benefits/accounts payable/payroll experience

ESSENTIAL JOB FUNCTIONS:

Primary Function: Responsible for coordinating benefits for district personnel and for accounting, recording, and processing the district’s accounts payable, 1099s and use tax.

Benefits Specialist:

• Conduct an individual benefit review with new employees
• Verify accuracy of enrollment forms. Complete, copy to payroll, and mail to the appropriate agency.
• Assist existing employees with enrollment and benefit changes
• Verify accuracy of change forms. Complete, copy to payroll, and mail to the appropriate agency.
• Assist all exiting employees with any necessary paperwork
• Assist in processing FMLA, STD, LTD paperwork
• Enter and maintain all changes in the EBD database.
• Enroll new hires in ARTRS
• Assist employees in completing forms for EBI and tax-sheltered insurance plans.
• Assist employees in completing forms for Data Path distributions regarding reimbursement of all monies sheltered.
• Complete EBD historical billing monthly. Electronically transfer insurance premiums to EBD monthly.
• Act as an on-going liaison between EBD and district employees for eligibility, enrollment, claims processing, insurance cards and other matters relating to benefits.
• Organize and coordinate all areas of the Open Enrollment process
• Maintain files for all insurance documents for each employee

Accounts Payable Bookkeeper:

• Assist with entering new budget units and account codes in fund accounting for the district
• Balance and pay purchasing card statements monthly. Contact individuals for discrepancies and assistance in obtaining appropriate paperwork.
• Process purchase orders.
• Distribute all purchase orders to appropriate buildings/personnel.
• Distribute invoices to buildings daily. Verify appropriate paperwork is attached to the payment request.
• Balance invoices payments with the statement and P.O.’s.
• Enter invoice amounts into AP Batch Payables.
• Process and verify travel reimbursements
• Manually calculate invoices as a verification for the amount entered into APSCN.
• Process Accounts Payable checks and all online payments
• Process refunds and stop payments on checks as needed
• Run Exception Reports after each AP batch payable process and correct all exceptions.
• Check Detail Expenditure Status Reports to verify no negative budget units.
• Mail and file checks appropriately
• Contact appropriate vendors as needed for resolution of disputed charges.
• At year end, run reports in order to delete unused budget units and assist directors in ending balances for their program.
• Compile all needed information for yearly budgets for the district
• Maintain a current vendor list for all payables and update tax information for vendors as appropriate.
• Process 1099s for qualifying vendors and complete appropriate IRS submissions
• Process CAPCA reimbursements and submit
• Complete the athletic journal entry at the end of the fiscal year
• Assist with the annual audit for the district
• Process the year end payment to Worker’s Compensation for the district
• Research and process annual Teacher Appreciation activities
• Respond to phone calls and messages, assist walk-in employees and respond to email and other inquiries, including following through to report findings/resolution
• Complete the necessary paperwork for an employee to transfer leave
• Assist Superintendent, District Treasurer and Business Manager when necessary.
• Complete other duties as assigned

KNOWLEDGE SKILLS AND ABILITIES:

General knowledge of clerical practices, business machines, computers and Microsoft Office products and Google Workspace.

• Knowledge and use of the eFinance program is preferred
• Ability to learn specific vocabulary of relevant benefit terms;
• Ability to plan and organize work activities;
• Ability to maintain confidentiality of information;
• Ability to effectively communicate with persons of diverse cultural, educational, and economic backgrounds;
• Ability to apply established procedures to work activities;
• Ability to collect and compile data;
• Ability to concentrate on accuracy of details;
• Ability to meet predetermined deadlines, and shift suddenly to new tasks as priorities change;
• Responsible for training assigned staff in the processing of benefits products and activities;
• Ability to work cooperatively with employees, other agencies, and the public
• Performs other duties as assigned. 

Salary : $46,669 - $61,699