Principal Clerk - Accounts Payable

Westfield Public Schools seeks qualified applicants for the following opening:
JOB GOAL:
To assist the School Business Administrator with tasks necessary for the efficient operation of the school district.
PERFORMANCE RESPONSIBILITIES:

PURCHASE ORDERS:

• Work with all staff to complete the ordering process and resolve problems.
• Report discrepancies to School Business Administrator.
• Enter requisitions.
• Convert requisitions to Purchase Orders.
• Send purchase orders to vendors and departments.
• Assume duties of other Account Payable staff when needed.
• Print and monitor open purchase order reports.

INVOICES:

• Review and prepare invoices.
• Match invoices to purchases and enter into the financial software system.
• Post all invoices and liquidate purchase orders to create preliminary warrant.
• Understand city contracts, check pricing and terms when creating invoices.
• Work directly with vendors to obtain prices, information on contracts, and resolve discrepancies.
• Process, audit, and track all employee expense vouchers, and vendor statements and accounts.
• Prepare weekly warrants and work directly with City auditors office to ensure accurate invoice creation, clarify purchases and resolve issues.
• Work with outside auditors.

INTER-DEPARTMENT CHARGES:

• Review/process payments for department heads/principals when needed.
• Resolve discrepancies, balance reports.
• Process and keep records of expended transfers.

GENERAL DUTIES:

• Maintain accurate invoice and purchase order files for each site/department.
• Review and process invoices.
• Responsible for effectively researching, tracking and resolving accounting problems and discrepancies.
• Answer and provide documentation for inquiries from employees, vendors and the City Auditor's office.
• Act as business office liaison with assigned schools/departments.
• Knowledge of spreadsheet software, MUNIS, and MS Word, Excel and Outlook.
• General office duties.
• Any other duties as assigned by the School Business Administrator or his/her designee.

Also responsible for Position Descriptors.
REPORTS TO:
School Business Administrator
TERMS OF EMPLOYMENT:
The salary and terms of employment shall be commensurate with the AFSCME 346 collective bargaining agreement. This position is 20 hours per week.
EVALUATION:
Performance on this job will be evaluated in accordance with provisions of the Westfield School Committees policy on evaluation.

Job Type: Part-time