Description

Job Definition

This position reports directly to the Human Resources Director and plays a key role in processing payroll and accounts payable. Additionally, the position provides essential administrative support to the District, assisting with various office and administrative tasks to ensure smooth day-to-day operations. 

Job Duties

Administrative Duties:

• Serve as reception for the District Administrative Office by answering general inquiries and greeting guests and customers.
• Read, research, and route correspondences.
• Store existing documents and ensure their longevity.
• Assist with tech support inquiries by routing questions and inquiries and obtaining approvals where required
• Assist with various administrative tasks, including filing, scheduling, correspondence, data entry, and document preparation.

Payroll:

• Enter new employees and employee changes, deductions, and tax data into Tyler ERP Pro 10
• Collect and review employee timesheets, ensuring accuracy of reported hours, overtime, and any adjustments for absences, vacation, or sick leave.
• Ensure proper classification of employee work hours, including regular, overtime, and special pay categories.
• Verify all payroll data aligns with the company's payroll policies, including applicable state and federal regulations.
• Process payroll for all employees, ensuring timely distribution of paychecks or direct deposit.
• Generate and distribute pay stubs and any relevant payroll reports for employees.
• Assist with the preparation of year-end payroll reports, including W-2 forms for all employees.
• Investigate and resolve issues related to missed or incorrect payments, deductions, or overtime.
• Maintain accurate and up-to-date payroll records, ensuring they are compliant with legal requirements for record retention.
• Prepare and distribute regular payroll reports to management, summarizing payroll expenses and providing analysis as requested.

Accounts Payable:

• Collect approved expenditures and generate warrants (accounts payable) using artificial intelligence and Tyler ERP Pro 10
• Work directly with vendors to collect invoices
• Submit payments for approval

Board Recording Secretary

• Work with the Superintendent to manage all Board Meeting documents, execute documents, and when necessary, liaise with notaries.
• Prepare, display, and publicly produce notices of Hospital District Board Meetings as required by law.
• Attend, manage telecommunications, record, and draw up minutes of all Board Meetings.

Complete all other duties assigned, including but not limited to:

• Scheduling travel arrangements for management staff
• Checking the mail and routing mail to appropriate personnel, if necessary
• Answering the phone
• Provide administrative support and coverage for team members during absences or as needed to ensure continuity of operations.

Requirements

Minimum Experience Requirements

• Administrative experience
• Willingness and desire to collaborate with District employees on larger projects
• Willingness to use artificial intelligence (AI) and other computer softwares
• Ability to learn multiple computer programs and web applications
• Self-motivation: this job requires a lot of independent work and activity
• Administrative and professional writing and proofreading skills
• Ability to communicate verbally
• Flexibility with 1-3 days per month (on average) of afterhours or irregular work hours
• Able to work within an occasionally hectic work environment
• Organizational ability and multitasking
• Knowledge of remote conferencing software and calendar tools

Preferred Experience

• Associate degree or bachelor’s degree
• Previous experience with Tyler ERP Pro 10 Finance Software
• Previous experience with payroll processing
• Previous experience with accounts payable
• Familiarity with the EMS, healthcare, public health, assisted living and/or public safety