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Mineral County Schools 36 Baker Place, Keyser, WV 26726            Phone: 304-788-4200            Fax: 304-788-4204

Executive Secretary Accountant Payroll and Employee Insurance Benefits Addendum

Executive Secretary/Accountant Payroll and Employee Insurance Benefits Addendum

MINERAL COUNTY SCHOOLS

JOB DESCRIPTION – ADDENDUM

 

 

POSITION:       EXECUTIVE SECRETARY/ACCOUNTANT – PAYROLL AND EMPLOYEE INSURANCE BENEFITS

 

In addition to the Performance Responsibilities, Qualifications, Physical Demands, and Work Environment contained in the Executive Secretary and Accountant job descriptions, the following are applicable:

 

PERFORMANCE RESPONSIBILITIES:

 

Payroll:

  • Makes sure payrolls are received from all locations in a timely manner;

  • Disperses forms to necessary locations for administrator signatures or finance calculation and keying;

  • Checks accuracy of submitted payrolls and identifies and corrects mistakes;

  • Identifies step-ups and shift differential for extra pay and keys in for payment;

  • Calculates and keys in for payment Teacher/Pupil Ratio extra pay;

  • Adjusts pay grade for substitutes when necessary;

  • Checks accuracy of consecutive days for long term substitute teachers to ensure correct payment, and makes corrections;

  • Makes sure all records are verified and transfers absences to payroll processing system;

  • Conducts preliminary review of payrolls before submitting to Director of Financial Services for payroll processing;

  • Prints and reviews pro forma for accuracy before payroll is processed;

  • Updates and prints payroll forms each summer for upcoming school year;

  • Maintains payroll files;

  • Prepares payroll section of Secretary Handbook and presents at opening secretary meeting;

  • Prepares printed pay checks for mailing;

Insurance:

  • Serves as PEIA Benefit Coordinator and Web Contributions contact

  • Processes insurance enrollments, changes, and terminations in coverage for health, dental, and vision benefits for employees and eligible long term substitutes;

  • Assists employees with insurance benefits;

  • Attends PEIA meetings for Open Enrollment and other PEIA changes;

  • Prepares monthly billing and reports;

  • Supervises annual Open Enrollment;

  • Communicates with PEIA and American Benefit Corporation regarding any concerns;

  • Enters insurance premiums, corrections, and changes to payroll system for employer and employee deductions;

  • Prepares employee correspondence regarding insurance benefits;

  • Assists with retiree enrollment in PEIA and Dental/Vision benefits;

  • Files insurance records;

  • Prepares new employee insurance packets for personnel;

  • COBRA notification and maintenance for dental/vision

General:

  • Receives visitors and answers telephone

  • Sorts mail and posts outgoing mail;

  • Dispatches all incoming UPS, FEDEX & vendor packages to their proper destinations;

  • Maintains postage meter equipment; makes sure supplies and postage are available;

  • Verifies absences, prints leave forms, prepares payroll for county office staff

  • Opens all invoices and forwards them to the appropriate staff for approval;

  • Maintains a purchase order file for all county purchase orders;

  • Attaches approved invoices with purchase orders and keys them in for payment; must also keep track of backorders; calls vendors to ask questions, takes care of duplicate orders, etc.;

  • Verifies vendors’ monthly billing statements and troubleshoot any discrepancies and/or request missing invoices via phone, fax or email;

  • Maintains blanket purchase order list and notebooks for transportation and maintenance purchase orders;

  • Creates and maintains various lists for distribution to employees;

  • Collates all bus garage invoices on a daily basis and attach PO’s to them;

  • Codes all utility bills for all locations and key them in for payment. (Includes trash, gas, electric, phone, water & sewage.)

  • Copies all phone bills for E-Rate reimbursement and mail them monthly to Educational Funding

  • Copies phone bills for schools and send them each their copy

  • Copy all gas, electric, water & sewage, and heating fuel bills for Greg Phillips for energy management;

  • Maintains fax machine with proper programming, function, and supplies;

  • Reconciles monthly bank statement for Payroll and Accounts Payable;

  • Monitors outstanding check lists and make sure all checks are cashed;

  • Creates employee directory annually;

  • Notifies post office and UPS of days that the office is closed;

  • Performs other duties as assigned by supervisor or superintendent.

 

 

 

 

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MINERAL COUNTY SCHOOLS: 36 Baker Place, Keyser, WV. 26726      |      Phone: 304-788-4200      |      Fax: 304-788-4204
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