Account Clerk III
This position works collaboratively within the Education Solutions team to ensure budget and tracking are effectively completed. Primary responsibilities are focused on the completion and quality control of: school service tracking, managing school funding allotments, creating invoices, calculating departmental metrics, inventory and tracking of best value orders.
Fantastic benefits. Hybrid. Great team environment & culture. Personal Development. Work-Life Balance and Flexibility.
Essential Duties and Responsibilities
1. Prepares quarterly service invoices
Pulls accurate training participation reports
Monitors cancellations and late registrations for accurate fees
Gathers consultant service time
Refers to school purchase orders as needed
Deducts from school funding for applicable services
2. Oversees school funding
Processes accurate data entry of services used and corresponding fees Monitors deductible amounts
Communicates and reports on status of funding with team and members
3. Calculates departmental metrics
Ensures calculations are accurate
Verifies information as needed with team members, supervisors, and manager
4. Oversees departmental orders and inventory
Monitors inventory and upcoming needs
Tracks shipments to ensure delivery fits order needs
Collaborates with Contract Purchasing on needs of the department prices orders for best value
Processes returns as needed
5. Collaborates with ACP consultants on school reimbursements
Ensures reimbursement requests are eligible
Enters check requests for approved expenses
Sends status reports as needed
Creates promo codes as requested for approved Sourcewell trainings
6. Coordinates continuing education clock hour reporting
Distributes and collects necessary paperwork from teachers and Education consultants and prepare for Committee's review
Uploads/transmits clock hour detail entries, mandatory requirement approvals on MDE Continuing Education Clock Hour Reporting System
7. Assists with accounts payable
Collaborates with team members for accurate budget coding
Codes various invoices for approval and processing
Enters and send Purchase Orders
8. Provides data validation
Updates and maintains CRM records
Adds contacts to mailing lists
Reviews accuracy of time entry for services provided
9. Provides system and process support
Collaborates with office team for efficiency areas
Provides insight based on member feedback for enhancements
10. Provides clerical support to Education Services Department
Answers phone call inquires and responds to emails regarding Education Services
Records meeting notes and distributes
Maintains and updates list serves, files and information
Ensures inventory of collateral marketing pieces are available
Prepares items for shipment to participating schools/teachers
Other duties such as - photocopying, faxing, filing, printing, mailing, scanning.
11. Works closely with the Administrative Specialist Supervisor to ensure needs of Education Services Department are met
Creates communications, letters, flyers and other documents as directed
Prepares contracts and forwards to Legal department for review prior to execution; completes revisions, additions or corrections as recommended
Maintains Education Solutions library, including managing new acquisitions, check-outs, etc.
Assists with maintenance of the Education Solutions SharePoint site including updating News Feed, Calendar, and updating file naming conventions
Creates and maintains filing systems, spreadsheets and protocols to increase departmental efficiencies
Assists with various special projects
12. Serves as back up to other Education Office Team members
13. Serves as backup to Receptionist and other administrative specialists on leave
14. Other duties as assigned
Additional Job Description:
Required Qualifications
Associate's degree in related field,
AND
One year of advanced clerical support experience
OR
A combination of related post-secondary and/or professional education/training and demonstrated advanced clerical support equivalent to a total of three years.
AND
Valid MN Driver's License
Preferred Qualifications
Three years of advanced office support experience
Two years of accounting or finance experience
Experience with Customer Relationship Management databases (CRM)
Experience with Office 365 and Sharepoint
Experience with CVent or similar event management program
Experience with Electronic Evaluation program
Position open until filled.
Hybrid position: 3 days in the Staples office, 2 days working from home.
FY 2022/2023 Wage Range: $22.45 per hour - $29.19 per hour, commensurate with experience.
First review of applications will take place on July 19th. Please submit your applications prior to this date to be considered.