ADMINISTRATIVE JOB DESCRIPTION Confidential Accounting Associate in

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1 ADMINISTRATIVE JOB DESCRIPTION Confidential Accounting Associate in Business Affairs Accounting Department/Business Affairs Division General Ledger (GL) 1. Post cash receipts journal entries and close the GL for the month, run and bind financial reports. 2.

Verify the GL for accuracy and make corrections that are needed. 3. Work with NEA on-line or accounting problems.

4. Reconcile depository, disbursing, payroll, accounts payable clearing account (a/c 2101), and vision insurance bank accounts monthly. 5.

Print year to date expense account reports as needed for department managers. 6. Update information in chart of accounts and print updated lists.

7. Enter new budget data effective July 1 each year. 8.

Close the GL for the fiscal year end after June is posted and financial reports have been run. 9. Make retroactive audit adjustments in October dated June 30 after the fiscal year audit is completed then run restated GL report.

Reverse necessary YE AJE 9s effective July 1 of next fiscal year. Labor Relations 1. Assist the Assistant Executive Director and Manager of Business Affairs with labor relations, including maintain files for collective bargaining, grievance processing (for all program managers), and other labor relations activities.

Maintain confidentiality of all such files. 2. Advise TEA management 9s bargaining teams and serve ... more. less.

as a member of the bargaining team if requested. New Employees Make new hire packets and assist new employees with getting new records in order (payroll, insurance, retirements, direct deposit, savings bonds, 401K plan, flex benefits, etc.) Payroll (PR) 1. Schedule pay dates for calendar year with Automatic Data Processing (ADP). 2. Schedule special reports from ADP. 3. Update payroll worksheets and call in PR for the 15 th and next to the last working day of each month on scheduled dates. 4. Receive PR checks and all records from ADP, file records, mail or pass out checks and make journal entries to book the payroll. 5. The payroll bank account for actual checks is a zero balance account that is funded from our operating account, and Automated Clearing House (ACH) direct deposit total amount per PR is automatically charged to our operating account. 2 6. Request Accounts Payable checks to disburse payroll withholdings to their respective destination. 7. Mail employer 9s quarterly blank tax return forms to ADP with our company code in the upper right corner. a. Form 941 3 Employer 9s Quarterly Federal Tax Return b. TN Department of Employment Security Premium Report a/c 144-342 8. Verify ADP quarterly tax schedule report. 9. Coordinate with ADP and Bank of America (direct deposit) problems. 10. Prepare and call in monthly our Bureau of Labor Statistics Report on Employment for the U.S. Department of Labor (not every year). 11. Enroll affiliate secretaries on TEA 9s payroll, bill and collect salary reimbursement (KCEA, HCEA, SCEA, and MNEA) paid on TEA payroll. 12. Other income to report to the IRS - Update payroll records through ADP before year end with automobile fringe benefit, moving expenses, cell phone, mileage (personal car), taxable meals etc. in order for these amounts to reflect on the employees W-2 form. 13. Update payroll records through ADP with the year to date automobile fringe benefit for a terminated employee with a staff auto prior to their last pay check in order to collect FICA taxes from them and reflect the benefit on their W-2 form. 14. Assist with and accept employee voluntary deductions upon request. 15. Order payroll check envelopes. 16. Maintain a personnel file for each person on payroll. 17. Furnish payroll information for each employee credit application upon request. 18. Distribute W-2 forms from ADP. 19. Send a copy of each new hire 9s W-2 form to the State New Hire Operations Center. 457 Plans 3 ING & MetLife 1. Furnish subsequent agreement forms and assist employees with changes upon request 3 changes per employee are 3 per year. 2. Notify the companies of participant address changes. 3. New accounts should be set up by an account representative from ING or MetLife (management only). 4. Maintain records for participants. 401K Plan 3 CompuPay, Inc. 1. Provide data to PayMaxx at fiscal year end for valuation report and government forms which includes copies of NEA Value Builder quarterly statements. 2. Furnish subsequent agreement forms and assist employees with changes upon request. 3. Set up new account, make address changes online and maintain records for participants. 4. Administer 401 k plan loans. 5. Transmit employee contributions after each payroll. 6. Print NEA Value Builder (Security Benefits 401 k plan statements quarterly. US Savings Bonds 1. Enroll employees in savings bonds program. 3 2. Payroll deduct for bond purchase each payroll and track money until the employee has enough to purchase their designated bond. 3. Notify the Federal Reserve Bank each time a participant changes their address. 4. Order bonds after the EOM payroll each month from the Federal Reserve Bank using their special program. Create the bond order, upload to Federal Reserve Bank, and prepare journal entry to book the purchase that is charged to our operating through ACH. Insurance 1. Bill and collect insurance premiums for retired staff, employees on leave of absence, COBRA, MEA and other applicable ones that we do payroll for. 2. Update all PR deduction records at the beginning of each fiscal year to reflect premium increases and changes. 3. Prepare annual open enrollment information to be distributed, supply insurance applications for optional life insurance, medical, dental and vision care and assist with questions pertaining to changes. 4. Process all changes made during open enrollment. 5. Track medical insurance paid by TEA for retirees for July 1, 1999 through June 30 each year and cancels it when they become Medicare eligible. Notify the retiree of the cancellation. 6. Answer questions pertaining to all insurance policies throughout the year. 7. Maintain a file of each employee 9s dependents with pertinent information on their vision care. 8. Administer COBRA 3 must send to everyone that has insurance terminated. 9. Request new ID cards as needed for participants. 10. Change mailing address for participants online. 11. Responsible for keeping claim forms in stock 3 available online. 12. Distribute revised insurance certificates to staff and mail them to retired, COBRA, employees on leave of absence and affiliate persons covered on our policies as we receive them. 13. Mail insurance claim forms to retirees upon request. 14. Vision Insurance 3 Self-funded 3 Prepare monthly journal entry to book administrative fee and benefit checks based on Wausau Benefits documents and the transfer of funds to Vision Insurance bank account from our Operating bank account. Mastercard 3 Stephanie 9s secretary and I share Mastercard responsibilities 1. Open new accounts. 2. Order new cards for existing accounts when needed. 3. Close accounts for terminated employees. 4. Work on problems Retirement 3 Two Plans TCRS (PS) and TEA Employees 9 Retirement Plan(AS) 1. TCRS 3 complete monthly contribution report and request check 2. TEA Employees 9 Retirement Plan a. Sign up new support staff employees. b. Prepare the annual report for the actuary at the fiscal year end showing employee name, gross salary, contribution, hire date, birthdate, termination date if applicable, number of accumulated sick leave days, hours worked and social 4 security number for each participant. Write letter requesting FASBY 87 calculations for the August audit and send with report. c. Request actuarial report for August audit. d. Furnish beneficiary change forms. e. Gather information and prepare forms for the actuary and trustee to help: 1) Retired employees begin receiving their retirement checks. 2) Terminated employees get their contribution refunded if they are not vested. 3) Furnish vested terminated employees with information regarding the plan options. 4) Write letter to our trustee (Trustmark National Bank) for benefit disbursement. Severance and Vacation Plans 1. Severance Plan 3 a. Pay the terminating employee the first severance payment on their final payroll and follow-up on option 2 and 3 and make applicable payments in January through the payroll system. b. Write letter requesting reimbursement from Trustmark National Bank to TEA from our Severance/Vacation investment account for the gross amount each time a severance payment is made. Send a copy of our letter of request to our actuary. 2. Vacation 3 a. Pay the terminating employee a lump sum for their accumulated vacation days on their final payroll. b. Write letter requesting reimbursement from Trustmark National Bank to TEA from our Severance/Vacation investment account for the gross amount each time a vacation payment is made. Send a copy of the letter to our actuary. Investments Consult with Manager of Business Affairs and invest all excess funds and report to Executive Director and Manager of Business Affairs monthly where the investments are, the date invested, the interest rate, the amount and the maturity date. Also on this report show the total deposits and the amount of dues deposits for each week. Bank Deposit 1. Make deposits for miscellaneous receipts (insurance, mileage, expense reimbursement, personal postage, coffee fund, cold drink money, etc.) and prepare journal entry. Auditors 1. Work with outside auditors after the fiscal year end (approximately 2 weeks) a. Prepare bank confirmations for all investments and bank accounts as of June 30, get Executive Director to sign them and give them to the auditor to mail. b. Prepare work papers requested by auditor. c. Answer questions about our accounting system and explain things that took place in the accounting year being audited. 5 2. Work with insurance auditors. 3. Work with IRS auditors. 4. Work with NEA DuShane auditors. Rent 1. Bill TRTA monthly for rent. 2. Receive, log and deposit monthly rent checks. Special Money Boxes 1. Deposits drink machine funds. 2. Make change for employees from drink money. 3. Receive and deposit employee 9s personal postage money. 4. Maintain petty cash box. TRTA 1. Bill TRTA annually for membership processing time on the computer at $.50 per member. 2. Charge TRTA for retired subscriptions (TEA News) @ $.75. Set up general journal entry for July through May based on projected members and make journal entry for actual members to balance in June. Flexible Benefits 1. Request enrollment information for upcoming year and notify employees of the option to participate in the flexible benefits plan for the next calendar year. 2. Process all necessary paperwork for participants (deletions, additions and changes). Keep file copy of the participation agreements and mail the originals to Horace Mann Insurance Company for the New Year before January 1 st .. 3. Answer questions pertaining to the plan throughout the year. New President 1. Ask Galen to enter the new president 9s signature into our system to be printed on accounts payable checks effective on the first check run after they take office. 2. Pay monthly housing allowance and unaccounted expense allowance through payroll or accounts payable. 3. Vice President 1. Order a new MasterCard for the incoming vice president. TEA-FCPE 1. Get new factor from Manager of Business Affairs to calculate daily deposit for TEA- FCPE from TEA dues income. Get amount to TEA-FCPE transfer by the number of members not wishing to participate in PAC. (get number of members from secretary to Executive Director during April and the amount from the Manager of Business Affairs) 3 Calculate the amount and ask person who makes TEA/NEA dues deposits to reduce the next TEA-FCPE deposit by that amount. 6 2. Bill TEA-FCPE annually for administrative expenses (duties performed by TEA staff and supplies) prior to June. Fixed Assets Responsible for fixed asset depreciation. Miscellaneous 1. Back-up for Manager of Business Affairs 2. Back-up for dues accounting, A/P, fixed asset depreciation and other aspects of Bookkeeper 9s job. 3. File IRS 1099 forms (miscellaneous income) at calendar year end for individuals and professionals providing services that have been paid $600 or more and keep a file copy. 4. Receive money for personal postage, coffee, personal copies, mileage reimbursement, expense reimbursement, etc. 5. Prepare employee census reports for 401(k) plan and Life/LTD insurance company. 6. Split the DuShane reimbursement check, deposit it and prepare NEA DuShane summary monthly for Executive Director and Manager of Business Affairs. 7. Log the billing and receipt dates of all insurance, rent and affiliate salary payments. 8. Print from Bank of America 9s Business Connect our bank account information, monitor and print statements as needed. TEA-FCPE, Payroll, Vision Insurance, Disbursing, Operating Accounts and Credit Card accounts. 9. Notify the following of employee address changes: a. A/P 3 Laine Williams b. Staff Directory 3 Gail Smith c. Insurance carriers 3 Dental, Medical, Life & Vision Care d. U.S. Savings Bonds (if applicable) 3 Federal Reserve Bank of VA e. 457 plan (if applicable): 1) ING 2) MetLife f. 401(k) plan (if applicable): 1) CompuPay 13. Postage Meter Resetting 3 prepare monthly journal entry for each reset that Mary Barnes does. NEOPOST charges our operating bank account for each reset at the time it is done. 14. Work with Business Affairs Division at the TEA RA. 15. Perform other duties as requested by the Manager of Business Affairs. 16. Make quarterly JV 9s for Trustmark Bank investment accounts.

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