Description: Accounts Payable Clerk is a full year position in the Business Office. The Accounts Payable Clerk reports directly to the Business Manager and assists in every way to ensure the smooth and efficient operation of the school district's business office.
Responsibilities and Duties:
Prepares vouchers for accounts payable package for all funds of the school district in compliance with internal controls and generally accepted accounting principles.
Maintains verbal and written correspondence and records involving vendors conducting business with the school district; compliance with W-9 and vendor setup protocols.
Verifies receipt of merchandise and services with responsible purchasing agents of the District; verifies accuracy of invoices to purchase order and negotiated terms and pricing of executed contracts; obtains authorized signatures for proper documentation for all funds of the school district.
Prepares bi-weekly warrants (including American Express), verification reports, accounts payable checks, and warrant recaps for the District Treasurer in accordance with established schedules. Recognizes the relationship of detail budgets to expenditure account codes.
Prepares warrant package (reports and related invoices) for authorized subcommittee members for approval in accordance with established schedules.
Provides [warrant] check listings and void listings to banking institutions; works closely with treasurer to disposition [stale dated] outstanding checks; maintains other communications with bank personnel as necessary.
Separates and files all warrant processed invoices and reports appropriately to ensure proper audit trail for segregated funds (i.e. grants, scholarships, etc.).
Periodically prepares and reviews purchase order aging schedule; reconciles/dispositions open purchase orders (with specific emphasis on year-end).
Maintains contract and related spreadsheets on all utilities, photocopiers, professional development, etc. to ensure proper tracking of expense budget and related invoicing.
Maintains all accounts payable disbursement files of the school district; performs annual review of vendor activity; prepares and mails 1099’s to required vendors in accordance with IRS guidelines; electronically generates and files 1099’s in accordance with required formats and IRS deadlines.
In conjunction with the Business Office Collections Clerk, maintains Fixed Asset Listings with related depreciation and roll-forward schedules for inclusion in the annual financial statements.
Communicates professionally and courteously with the staff and public (phone, e-mail, or in person).
Performs all general duties and responsibilities required in a business office (i.e. mail, phones, position coverage, petty cash, faxing, emailing, purchase orders, date stamping, cash collections etc.) and other assignments as requested by the Business Manager.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Successful work experience in a public school business office and familiarity with municipal government accounting, budgeting practices, and procurement laws is preferred.
High School diploma or equivalent and a minimum of 4-6 years’ accounts payable experience required.
Knowledge of accounting software (Infinite Visions) and Microsoft Office suite (Word, Excel, Access, PowerPoint).
Strong basic math skills, basic contract management, and problem solving capabilities.
Excellent communication skills (verbal and written) and ability to respond professionally and appropriately to questions and/or conflict resolution.
Be physically and emotionally capable of carrying-out responsibilities and duties in a busy, computerized office environment. This position requires sustained physical activity such as sitting at a desk for several hours a day, hand/wrist movement as in writing or using a keyboard and mouse. Other activities may include moderate to frequent physical exertion in body movements such as reaching, bending and twisting.
Compensation and Terms of Employment:
Weekly salary based on qualifications and experience.
Full year assignment - 52 weeks, 37.5 hours per week. Regular schedule Monday through Friday, 7.5 hours per day with a half-hour duty free lunch period. Targeted workday of 8 a.m. to 4 p.m. Extended hours may be necessary at times to meet deadlines.
The school district will provide necessary facilities, equipment, materials and supplies as needed to accomplish assignment.
All benefits and entitlements available to Full Year Support Personnel will be provided. Those include:
Paid vacation, sick days, personal days, and holidays.
Medical/Dental/Vision/Life insurance, Flexible Spending Account, Identity Protection Plan, pension provisions, and professional improvement.
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Applicants are alerted that school systems are required to obtain all available criminal offender record information (CORI and SAFIS Background Check per 603 CMR 51.00) from the criminal history systems board (CHSB) of any current or prospective employee or volunteer of the school department.