Accounts Payable Administrative Assistant

Billerica Public SchoolsCentral ServicesAccounts Payable Administrative AssistantDuties and Responsibilities: Reporting to the Director of Finance and Operations, the Accounts Payable Administrative Assistant plays a significant role in the procurement and payment of all contract services, supplies and equipment for the district. Responsibilities include supporting the Accounts Payable Coordinator with all aspects of Accounts Payable operations as well as providing administrative support to the Central Office.Job Functions Include: Process purchase orders following Billerica Public Schools purchasing and approval protocols in the Munis accounting system; beginning with approval of requisitions for supplies and contracted services, conversion to purchase orders and assistance with ordering for the district Create purchase orders for Administrators system wide including all dues, memberships, travel, contract services and reimbursements Responsible for coding, batching, entering, proofing, and finalizing biweekly Accounts Payable warrant runs in coordination with the Town of Billerica Treasurers Office and School Committee approval Maintain the Billerica Public Schools Vendor database in Munis including creating new vendor records, updating vendor addresses and current contact information Generate year to date budget reports to assist Directors and Principals in monitoring annual school based budgets including providing spending detail and processing budget line item account transfers Provide Munis training to new Administrators and support staff on the purchasing process and ongoing support to resolve issues Process district Central Office and Accounts Payable mail; sort, stamp, and match invoices to purchase orders and copy for processing Maintain good relationships with vendors via phone contact and email regarding invoices, purchase orders and any payment issues Tracking of monthly utility payments on Microsoft Excel spreadsheets for district budget monitoring and forecasting Responsible for central purchasing of copier supplies for all schools and general supplies for the Central Office Maintain Central Office Pitney Bowes postage machine; keep daily log of use of funds, request and download funds when needed, process all daily mail system-wide, bulk mailings, and ordering of postage machine supplies Provide administrative and clerical support to the Director of Facilities and Assistant Business Administrator as needed Other duties and responsibilities as assigned by the Director of Finance and OperationsQualifications: Ideal candidate will have 5+ years of related experience in a municipal financial role with knowledge of municipal procurement procedures and systems Must possess excellent organizational skills. Self-motivated and takes initiative to resolve problems. Strong attention to detail and able to meet deadlines in a timely manner.
Ability to communicate well in verbal and written form is essential. Demonstrated professionalism in interactions with Administrators, faculty, staff, public officials, and outside contractors System knowledge of Munis, Gmail, Google Documents, Excel and WordTypical work schedule is 8:00am to 4:00pm for 35 hrs/week. Salary is based on experience.