Accounts Payable Specialist

Senior Account Clerk - Accounts Payable Specialist

Business Office

220 days

Hours: 7.5-hour workday. Start time is 8:30 a.m. or 9:00 a.m. (TBD upon hire)

QUALIFICATIONS:

Ability to communicate effectively and efficiently and work collaboratively as part of a larger team.

Understanding that the Business Office serves as a support function for the operation of the school district, requiring a strong “customer service” orientation.

Strong competency in Microsoft Excel, including data management and reporting functions.

Experience with MUNIS or similar municipal financial software preferred.

Strong attention to detail, accuracy, and organizational skills.

Ability to manage multiple priorities in a fast-paced environment and meet established deadlines.

Knowledge of basic accounting principles and accounts payable procedures.

Familiarity with Massachusetts public school business operations, procurement laws, and state/federal reporting requirements preferred.

REPORTS TO:

Director of Finance

RESPONSIBILITIES:

Purchasing:

• Receive and review staff requisition forms based on approved fiscal budget
• Create purchase orders in the accounting software and submit to vendors
• Follow up with staff and vendors, as needed, to confirm and/or revise orders
• Assist with vendor setup and maintenance, ensuring W-9 and other required documents are up to date.

Accounts Payable:

• Receive and review invoices to verify accuracy and match to purchase orders and receiving documentation.
• Prepare weekly invoices (warrant) for review, approval, and payment processing.
• Monitor outstanding purchase orders and invoices to ensure timely payment and proper encumbrance management.
• Reconcile vendor accounts and resolve billing or payment discrepancies.
• Prepare monthly expenditure reports and assist with accruals and year-end closing processes.

Database Maintenance and Recordkeeping:

• Perform accurate and timely data entry to ensure current and reliable financial records.
• Maintain organized files of all purchasing, invoice, and payment documentation for audit and compliance purposes.
• Assist in maintaining Business Office databases, including vendor records and general fund transactions.
• Participate in cross-training on all aspects of the Business Office’s functions, including payroll support, student activity fund accounting, and grants management, to ensure continuity of operations.
• Support the implementation of system upgrades or process improvements to enhance efficiency and accuracy.