Business Office Coordinator

3 weeks ago

Alameda, California, United States Roman Catholic Welfare Corporation of Oakland, St Notre Full time
About the Role

This is a full-time position in our Finance Business Office, where you will be working closely with one other teammate and reporting to the Director of Accounting. The successful candidate will have good organization skills, excellent communication skills, and the ability to multitask.

Key Responsibilities
  • Cash/Mail:
    • Process daily incoming mail, open, date stamp and distribute appropriately in business office.
    • Prepare cash deposits for Senior Accountant to verify, then take to bank once a week if not more often as needed.
    • Prepare checks collected for Senior Accountant to process.
  • Accounts Payable:
    • Perform all duties necessary to facilitate the Accounts Payable function, including Vendor Masterfile set-up for all approved vendors.
    • Process petty cash requests and reimbursements for faculty and staff.
    • Serve as liaison between vendor and appropriate staff/faculty for invoice reconciliation.
    • Ensure all Purchase Orders are completely filled out and authorized by the appropriate personnel.
    • Date stamp and distribute invoices to appropriate staff for approval.
    • Follow-up on all credit card charges with all applicable credit card holders to ensure expense reports are timely submitted.
    • Apropriately split utility bills and Business Center expenses among all pertinent entities.
    • Review bills and make sure they are properly allocated to the proper account.
    • Run weekly checks as approved by Director of Finance and then file invoices by vendor.
    • Prepare ad-hoc manual checks as requested.
    • Verify 1099able transaction for tax year.
    • Prepare Form 1099's for all applicable vendors for mailing by January 31st.
  • Payroll:
    • Perform all duties necessary to facilitate the Payroll function, including Employee Masterfile set-up.
    • Perform payroll twice monthly on the fifteenth and thirtieth (except for the twenty eighth of February).
    • Ensure payroll, payroll insurance and 403(b)invoices and payments are entered and distributed on a timely manner.
    • Make payroll tax payments on a timely basis.
    • Prepare and send 403b to SuperiorUSA per payroll.
    • Prepare and send Flexible Spending Account details to Diocese per payroll.
    • Provide quarterly 941s and DE9s to Diocese.
    • Monthly export of ADP Payroll files to import into accounting system.
    • Maintain PTO on ADP.
    • Maintain personnel files in secure filing cabinet/closet.
    • Review and reconcile the annual Form W-2's prior to releasing to employees by January 31st.
  • Human Resources:
    • Perform all duties necessary to facilitate the benefits administration function.
    • Enroll new employees, delete departing employees and maintain all current employees on medical, dental, vision, and life insurance plans. Have access to, maintain current files, and distribute all requested materials to employee.
    • Maintain information regarding Diocese retirement and 403b accounts.
    • Maintain and submit monthly employee hours through the Diocese portal for ACA Compliance.
    • Work with Director of Finance and Principal in creating employment contracts each year.
    • Work with hiring manager in creating new hire contracts as well as provide new hire documents.
    • Work with new hires to obtain appropriate new hire documents (i.e., I9, W4, direct deposit, etc)
    • Maintain and ensure all employees are up-to-date with Shield the Vulnerable as well as any Diocese requirements.
    • Have the most current employee manual.
    • Keep on hand the most updated copies of the Diocese's policies on FMLA, maternity leaves and personal leaves.
    • Maintain the onboarding/offboarding of employees.
  • Insurance:
    • Submit all insurance claims as needed for school.
    • Maintain workers compensation files, OSHA files, accident files.
    • Maintain EDD/SDI (disability files).
    • Maintain any liability claim files.
    • Maintain open communication with Diocese and insurance vendors.
    • Request all required certificates of insurance.
  • Miscellaneous:
    • Support Business Office Team in various projects as needed.
    • Perform other duties as assigned by the Director of Finance.
    • Prepare property tax 571-L each year.
    • Prepare and submit Diocese of Oakland Lay Employees Pension Plan Data Collection each year (January).
    • Fixed Assets – maintain, reconcile and enter into the Blackbaud FE NXT Fixed Asset module each month.
    • Maintain Van Driving authorizations by obtaining appropriate paperwork, certificate and training. Making sure new drivers are in the DMV pull notice.

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