Business Coordinator II

About Texas 4-H

Texas 4-H is the largest youth development organization in the state, welcoming young people ages 8 to 18 and serving over 500,000 members each year. With roots dating back to 1908, Texas 4-H empowers youth through a wide range of hands-on learning experiences, leadership opportunities, and community involvement. Whether in urban centers or rural communities, Texas 4-H provides projects and programs designed to match every interest—including agriculture and livestock, STEM, healthy living, leadership, and natural resources. From robotics to food science, fashion to photography, Texas 4-H helps kids and teens explore new passions, develop practical life skills, and connect with caring mentors. Supported by the Texas A&M AgriLife Extension Service and dedicated volunteers, Texas 4-H encourages youth to become confident, capable leaders who give back to their communities. With a proud history and a commitment to innovation, Texas 4-H continues to inspire and nurture generations of Texans.

Responsibilities

• Business Office:
  • Actively monitors aged invoices and declined transactions and conducts appropriate follow-up to ensure outstanding payments are collected in a timely manner.
  • Creates invoices in iPay and works with A/R Coordinator to follow up on payments received.
  • Obtains signature and processes all county transfers for State approval.
  • Monitors and processes all county waivers at state level.
  • Develops the Gold Star quotas for district offices using the current enrollment and distributes the Gold Star award packets.
  • Runs enrollment reports for the Texas 4-H Program Director and/or when requested.
  • Ensures that group enrollment report deadlines are communicated and met by district specialists, and assists with processing as needed.
  • Assists A/P coordinator with vendor set-up and monitoring the set-up process in AggieBuy.
  • Assists A/P coordinator with account reconciliation when needed.
  • Logs checks for A/R coordinator when needed.
  • Serves as a backup to other business office positions when needed.
• Prairie View Cooperative Extension Program (PVCEP):
  • Serves as the primary business office liaison for Prairie View 4-H Clubs, ensuring clear communication and coordination between clubs and administrative units.
  • Monitors and processes Prairie View county waivers in accordance with established policies and procedures.
  • Maintains accurate records by logging and tracking all approved enrollments.
  • Develops and distributes annual invoice to Prairie View in a timely manner.
  • Monitors invoice activity, ensuring accuracy, proper documentation, and timely reconciliation of payments.
• Formsite:
  • Serves as contact for state and district faculty and staff members relating to forms and Formsite.
  • Monitors Formsite account for space allotments and payment.
  • Works with business office team members to maintain and update submission forms for the State 4-H Business Office.
• Inventory:
  • Maintains accurate and up-to-date inventory records for all departmental assets.
  • Creates preliminary Fixed assets when new items are purchased.
  • Manages inventory levels by monitoring usage, identifying discrepancies, and reconciling records.
  • Prepares and certifies official inventory lists in accordance with institutional or regulatory requirements.
  • Identifies surplus, obsolete, or unused items and coordinates proper disposition or redistribution.
  • Ensures surplus processes are completed in compliance with applicable policies and procedures.
  • Collaborates with staff to track asset movement and ensure accountability across the department.
  • Maintains documentation and reporting related to inventory status, updates, and surplus actions.
• Texas 4-H Website:
  • Serves as a contact for all 4-H Specialists related to updating and maintaining the Texas 4-H Youth Development Program Website.
  • Works directly with AgriLife Communications and AgriLife Information Technology on maintaining operations and components of website.
  • Explores and installs various plug-ins as needed on the website.
  • Ensures ADA compliance of information posted on website.
  • Performs monthly link check of entire website.
  • Maintains and updates 4-H youth development program resources online via Texas Resources database.
  • Works with Texas 4-H Faculty to ensure updated annual forms and information are posted on the website.
• Other:
  • Provides support, as needed, to 4-H programs and processes.
  • Assists with Texas 4-H page on Texas A&M AgriLife intranet as requested/needed.
  • Performs other duties as assigned.

Requirements

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Three years of related experience.
• Knowledge of word processing and spreadsheet applications.
• Effective verbal and written communication skills.
• Strong interpersonal, leadership, problem solving, and organizational skills.
• Maintains attention to detail and utilizes sound judgment.
• Ability to multitask and work cooperatively with others.

Benefits

• Health, dental, vision, life and long-term disability insurance with Texas A&M AgriLife contributing to employee health and basic life premiums.
• 12-15 days of annual paid holidays.
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas.
• Employee Wellness Initiative for Texas A&M AgriLife.