Announcement of Opening for Administrative Support Staff Position Tennessee Education Association
Posting: Closing Date: Open until filled
Position Title: Accounts Payable and Business Operations Associate
Employment Date: To be determined.
About TEA:
The Tennessee Education Association (TEA) is state’s largest professional organization for educators and a leading advocate for strong public schools. As a member driven association, TEA advances the rights, interests, and professional voice of Tennessee public school educators while building stronger schools, stronger communities, and a stronger Tennessee.
Position Summary:
The Accounts Payable and Business Operations Associate will be a part of TEA’s Business Operations Team and will play a pivotal role in advancing TEA’s mission by handling TEA’s accounts payable, business operations, and building operations responsibilities ensuring that TEA’s accounting processes are followed, critical deadlines are met, and TEA’s building operations needs are satisfied.
The main job location for this position will be at TEA’s headquarters in Nashville, but it is a hybrid position, reporting to the office no less than three times per week, once fully trained. Therefore, the successful candidate will need to reside in or near the Nashville area and have a valid driver’s license and reliable transportation. The position will require participation in occasional evening and weekend work.
The position is a full-time, salaried position that reports to TEA’s Controlled and Business Manager.
Primary Duties and Responsibilities:
Accounts Payable:
- Code, enter, and process all payment requests in the accounting software on a weekly basis.
- Verify supporting documents and approvals are sufficient prior to processing payments.
- Generate and upload positive pay files to the bank.
- Maintain vendor and independent contractors’ contracts, invoices, and payment history and other documents in an electronic and organized manner.
- Process ACH payments in the accounting software monthly.
- Maintain W-9 files for vendors and assist in the annual 1099 process.
- Respond to vendor inquiries on outstanding payments and investigate uncleared and returned payments.
- Assist with identifying unclaimed property and remitting vendor payments to the state as needed.
- Assist with the annual audit.
- Identify process improvement where possible.
Banking:
- Record check and ACH deposits in the accounting system.
- Serve as the approver for monthly bank transfer between accounts.
- Work within the Business Office to initiate and authorize incoming and outgoing ACH’s.
- Assist with employee credit card needs as they arise, including issuing and terminating cards, investigating fraudulent charges, and amending credit limits.
- Coordinate the issuance of petty cash on an as-needed basis with the bank, Executive Director, and Controller.
- Prepare letters and checks to the TEA scholarship recipients on a biannual basis.
Building Operations:
- Coordinate regular building maintenance with vendors, including janitorial, pest control, landscaping, HVAC, etc.
- Contact vendors for maintenance repairs of the building on an as-needed basis.
- Ensure annual building inspections and codes are in compliance.
- Order building and office supplies.
Business Operations:
- Maintain complete records on all Association-owned vehicles, including maintenance history, tag renewals and distribution of updated insurance information to staff car drivers.
- Work with insurance and staff to complete any claims for vehicular and worker compensation claims.
- Maintain balances with the USPS and NEOPOST accounts for postage.
- Post payments received to the dues system for TEA staff and retirees, monthly.
- Serve as confidential secretary to the Controller & Business Manager and the Membership & Marketing Manager.
- Serve as back-up to Executive Associate at TEA board meetings, as needed.
- Other relevant duties as assigned by TEA Management.
Qualifications/Experience:
- Associate’s degree or Certificate in a related discipline (i.e., Accounting, Business, Accounts Payable, etc.)
- Minimum 3-5 years of experience in a prior Accounts Payable position or related accounting field
- Excellent written and verbal communication skills
- Adept at maintaining collaborative partnerships
- Has exceptional attention to detail, time management, and professionalism
- Proficiency in Microsoft Outlook and Word
- Strong interpersonal skills.
- Proactive approaches to problem-solving.
- Resourceful team-player, with the ability to work independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
The candidate who fills this position must have demonstrated skills working in confidential settings on a regular basis and have strong personal organization, time management and priority establishment skills, as well as the ability to work both independently and interdependently under tight deadlines with limited supervision.
Preferred Competencies
- Proficient in Excel
- Previous experience in office management of company-owned property
- Familiar with PeopleSoft
- Prior experience in a Collective Bargaining environment
Salary/Benefits: TEA is offering a generous and competitive salary and benefits package. The salary starts at $64,000 which could be impacted by a candidate’s exceptional experience and qualifications. Excellent fringe benefits package including 80% employer paid family health insurance; Employee dental and vision insurance; retirement with 401k match; competitive vacation, sick, and holiday leave; and professional development opportunities.
Application Procedure: Candidates who wish to apply may do so by submitting an application, and resume to Executive Director, Terrance J. Gibson by emailing Jessica Holmes at jholmes@tnea.org. Applications may be completed and submitted online at tnea.org. Questions about the application process may be sent to Jessica Holmes via the email address above or the applicant can call TEA and ask for Jessica Holmes at 615-242-8392.
Tennessee Education Association is an equal opportunity employer.
Ethnic minorities and women are encouraged to apply.