Accounts Payable & Central Office Specialist

Posted:  September 24, 2026

Closing: Until Filled

Position Opening 

Accounts Payable & Central Office Specialist

Anticipated Start Date: November 2026

Position Summary

The Accounts Payable & Central Office Specialist supports the daily operations of the district’s central office, with primary responsibility for accounts payable, purchase order and warrant processing, vendor records, and related financial documentation. The position also provides central office administrative support, including personnel file setup and filing, driver compliance records, mail and postage, visitor assistance, supply ordering, and general office operations. The successful candidate must be highly organized, accurate, confidential, responsive, and able to manage recurring deadlines in a busy office environment.

Essential Responsibilities

Accounts Payable & Warrant Processing

•  Compile invoices for payment and match invoices to purchase orders and supporting documentation.
•  Review documentation for completeness and follow up with staff or vendors regarding missing information, discrepancies, credits, or other payment issues.
• Enter invoices and related payment information into the district’s accounting system accurately and timely.
• Generate warrant reports, route warrants for required approvals/signatures, and submit approved warrants to the appropriate Town offices.
• Maintain complete and organized warrant backup documentation and financial files.
• Track outstanding and unpaid invoices and respond to vendor payment inquiries.
• Reconcile vendor statements and research discrepancies.

Purchasing & Vendor Administration

• Process purchase orders and maintain related records.
• Maintain and update blanket purchase order tracking.
• Maintain vendor records, including W-9 documentation.
• Communicate professionally with vendors and district staff regarding purchase orders, invoices, payment status, and required documentation.
• Maintain spreadsheets, logs, and records used to support accounts payable and purchasing processes.

Cash Receipts & Financial Support

• Assist with recording and depositing incoming payments in accordance with district and Town procedures.
• Support year-end closing activities, audit documentation, and other financial projects as directed by the School Business Manager.
• Prepare, organize, copy, scan, file, and retrieve financial records and documentation as needed.
• Contribute to cross-training within the Business Office to support continuity of operations.

Personnel Records & Compliance Support

• Receive completed new-hire paperwork for central-office processing and provide required copies to Town offices.
• Create and maintain confidential personnel and medical files and file employee documentation accurately.
• Maintain approved van driver records and, when authorized, complete required driver-license checks through the RMV.
• Handle personnel and financial information with strict confidentiality and in accordance with district procedures.

Central Office Operations & Customer Service

• Receive, sort, meter, and distribute mail and maintain the postage meter.
• Provide professional visitor assistance and general front-office support.
• Order and maintain central-office supplies and business-office inventory.
• Provide courteous, timely assistance to staff, vendors, Town offices, and members of the public.
• Assist with central-office projects, opening-of-school preparation, and other administrative needs as assigned.
• Perform other related duties as assigned by the School Business Manager or Superintendent/designee.

Qualifications

• High school diploma or equivalent required; associate degree in accounting, business, office administration, or a related field preferred.
•  Experience in accounts payable, bookkeeping, accounting, purchasing, or a high-volume administrative office environment; school or municipal experience preferred.
• Strong attention to detail and demonstrated ability to maintain accurate financial and administrative records.
• Proficiency with spreadsheets, word processing, email, and shared-document systems; ability to learn district financial and administrative software.
• Ability to organize and prioritize multiple responsibilities, meet recurring deadlines, and work effectively with frequent interruptions.
• Strong written and verbal communication skills and a professional, service-oriented approach when working with staff, vendors, Town personnel, and the public.
• Ability to exercise sound judgment, work independently within established procedures, and recognize when a question should be referred to the School Business Manager.
• Demonstrated ability to maintain strict confidentiality of financial, employee, and other sensitive information.

Preferred Knowledge & Skills

• Working knowledge of accounts payable processes, purchase orders, invoices, vendor records, and basic accounting practices.
• Experience with municipal or school accounting software.
• Intermediate spreadsheet skills, including sorting, filtering, formulas, and maintaining tracking workbooks.
• Experience maintaining organized electronic and paper records in support of audits, compliance, and year-end processes.

Work Environment & Physical Requirements

Work is performed primarily in a professional office environment with frequent use of a computer, keyboard, telephone, copier/scanner, and other standard office equipment. The position requires regular communication with staff, vendors, Town personnel, and members of the public; prolonged periods of sitting and computer work; and occasional movement of files, paper, supplies, or small office equipment. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

To Apply: Submit resume and cover letter to: HR@winchendonk12.org

Salary: Starting at $55,000, commensurate with experience.

Winchendon Public Schools offers all programs, activities and employment opportunities without regard to race, color, sex, religion, national origin, sexual orientation or disability.