Position Title: Accounts Payable, Payroll, and Benefits Coordinator

Department: District Business Office

Reports To: Director of Finance

Employment Status: Full-Time, 12-Month Position

Position Purpose

The Accounts Payable, Payroll, and Benefits Coordinator performs complex, multi-faceted fiscal duties to ensure the accurate and timely processing of the West Fork School District’s financial and personnel obligations. This individual serves as the central point of contact for vendor payments, employee compensation, and benefits administration, maintaining strict compliance with district policies, state laws, and federal regulations.

Essential Duties and Responsibilities

1. Payroll Administration

• Process Payroll: Manage and execute the monthly payroll for all certified and classified district staff.
• Time Tracking: Review and reconcile employee timecards, overtime, and leave requests (sick, personal, FMLA) via the district's tracking system.
• Deductions & Taxes: Calculate and process voluntary and involuntary deductions, including taxes, retirement contributions, and insurance.

2. Benefits Coordination

• Onboarding & Enrollment: Conduct benefits orientation for new hires; process enrollments, changes, and terminations for health, dental, vision, life, and supplemental insurance plans.
• Billing Reconciliation: Verify and reconcile monthly insurance billing statements against payroll deductions to ensure accuracy.
• Employee Liaison: Act as the primary contact for staff regarding benefits inquiries, claims assistance, and open enrollment periods.
• Compliance: Assist with the administration of COBRA, FMLA, and Workers' Compensation documentation.

3. Accounts Payable 

• Invoice Processing: Match purchase orders, receiving documents, and invoices; verify mathematical accuracy and proper budget coding.
• Vendor Management: Maintain accurate vendor files (including W-9s), address vendor inquiries, and resolve billing discrepancies.
• Check Runs: Prepare and process timely accounts payable check runs or electronic transfers for school board approval.

Qualifications & Skills

Required Education & Experience:

• High school diploma or equivalent (Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration preferred).
• Minimum of 2–3 years of experience in payroll processing, accounts payable, or benefits administration.

Preferred Experience:

• Prior experience in an Arkansas public school district utilizing APSCN (Arkansas Public School Computer Network) is highly preferred.
• Technical Proficiency: Strong command of financial software, database management, and Google Workplace.
• Attention to Detail: Exceptional data entry accuracy and a strong knack for spotting financial discrepancies.
• Confidentiality: Absolute discretion when handling sensitive personnel, medical, and financial information.
• Communication: Excellent interpersonal skills to effectively communicate complex financial or benefits information to staff and external vendors.

Physical Demands & Work Environment

• Environment: Standard office setting within the school district administrative building.
• Physical: Prolonged periods of sitting at a desk and working on a computer. Occasional lifting of office supplies or financial archives up to 25 lbs.
• Pace: Fast-paced environment with strict, recurring cyclical deadlines (e.g., monthly payroll cutoff, end-of-month financial closing).

West Fork School District is an Equal Opportunity Employer.