Processing Assistant Jobs in Texas (NOW HIRING)

JOB SUMMARY: Provide high-quality technical, payroll, and administrative support across a range of systems and processes, including the preparation and processing of payroll for ESC-20. Assist in ensuring data integrity, maintaining finance records, generating reports, and supporting finance -related communications and workflows. Contribute to various finance initiatives through system troubleshooting and documentation, helping to maintain accurate and efficient finance processes.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge
Associate's degree from an accredited university required; major in accounting, business, finance, or related field preferred.
Three years of relevant experience required.
Experience with finance systems required.
Experience in management of multiple, simultaneous tasks.
Experience with finance reporting and data management preferred.
Experience with ASCENDER or similar finance systems preferred.
Experience with data collection and reporting preferred.
Experience with the Texas Education Agency Financial Accountability System Resource Guide preferred.
Understanding of payroll processes, payroll compliance requirements, and payroll reporting functions preferred.
Knowledge and/or experience in office procedures, office machines (e.g., 10-key calculator-by-touch, etc.) and computerized accounting procedures.

Skills/Abilities
Ability to analyze payroll and system-related issues and follow through to resolution.
Attention to detail and multi-tasking skills required.
Demonstrated ability to organize time and workloads efficiently to meet deadlines.
Demonstrated strong customer service orientation.
Ability to successfully manage multiple projects in a fast-paced environment and work independently.
Strong problem solving and critical thinking skills and experience.
Demonstrated organizational skills to plan work and prioritize.
Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.

Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Finance Systems/Technology
Serve as the technical point-of-contact for finance-related systems and assist end users with system access and use (i.e., Finance System, Time Accounting System, Adjunct Agreement System, HRMS, etc.).
Identify, troubleshoot, and research finance system issues; analyze, problem-solve, and follow through to resolution.
Monitor interfaces between finance systems and internal and external data systems to ensure accurate data processing.
Prepare and maintain finance system documentation including process documentation, user guides, and other related documents; provide system training as needed.
Assist with the management and maintenance of finance-related workflows and electronic forms.
Support system updates and implementation activities as needed.
Monitor and process payroll-related data changes.
Provide training and guidance to staff on applicable finance systems, processes, and workflows.

Data and Reporting Support
Identify potential data integrity issues and advise on appropriate audit and mitigation strategies to ensure data accuracy and quality.
Prepare and deliver ad hoc finance-related reports as needed.
Assist with finance-related audits and compliance reviews by gathering and preparing requested documentation.
Assist with maintaining and updating finance-related spreadsheets, reports, and databases to support efficient operations.

Payroll Processing
Assist in the preparation and processing of ESC-20 payroll, including adding new employees to payroll, updating employee records, processing separated employees, calculating supplemental pay and overtime, processing payroll adjustments, and posting leave.
Enter payroll data into the payroll system and ensure data entered is accurate and balanced.
Review payroll reports and supporting documentation to ensure payroll accuracy and compliance with established procedures.
Maintain an accurate filing system for all payroll documents, including: payroll record cards, journals, reports, deduction information, etc.
Assist staff with payroll-related questions and provide timely support regarding payroll processes and procedures.
Review and process payroll-related information and approvals to support timely and accurate payroll processing.
Assist with monitoring payroll deduction reconciliations and identifying discrepancies for review and resolution.
Support payroll processing timelines to ensure payroll deadlines are consistently met.

Federal and State Requirements/Compliance/Reporting
Assist with ensuring ESC-20's compliance within the finance and accounting system.
Support the timely preparation and filing of all necessary federal and state reports, including but not limited to the following:
o Teacher Retirement System of Texas (monthly)
o Supplemental Compensation (monthly)
o Internal Revenue Service/Social Security reports (quarterly)
o TWC unemployment (quarterly)
o W-2s (annually)
Support the reconciliation of all payroll-withholding accounts to monthly billings (i.e., health, dental, life and disability insurance, along with medical and dependent care reimbursement accounts).

General Functions
Develop and maintain process documentation for areas of responsibility.
Provide project coordination for finance initiatives as needed.
Respond to client telephone calls and take prompt, appropriate action.
Maintain internet/intranet content in all areas of responsibility.
Ensure records in areas of responsibility are maintained according to the Records Management Plan.

INITIATIVE
Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
Demonstrate flexibility and adaptability to new situations and assignments.
Set challenging goals and reach a high standard of performance despite barriers encountered.
Make connections with individual responsibilities and the Center's Mission, Vision, goals and objectives.
Promote and support continuous improvement and organizational change.
Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS
Model the Principals of Public Service (Policy AD LOCAL).
Communicate in a timely and effective manner, and interact professionally.
Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
Demonstrate professional-level written and oral communication skills.
Work collaboratively in a team setting.
Keep supervisors informed.
Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF
None.

BUDGET RESPONSIBILITY
Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel; and, occasional remote work (after pre-determined length of employment).
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS
Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
Function within the policies and procedures of ESC-20.
Accept other responsibilities as assigned.
Dress and groom appropriately for the ESC-20 work setting.
Travel independently to fulfill responsibilities of the position.
Maintain regular and reliable attendance, majority in-person/onsite.
Serve at the will of the Executive Director.