Administrative Assistant Accounts Payable - Grade 4 - Full Year

Job Summary

This Administrative Assistant to the Coordinator of Accounts Payable provides critical administrative and operational support in managing the procurement and AP function of the Danbury Public Schools. Strong communication, organization, and collaboration skills, along with keen attention to detail, are essential for success in this role.

Essential Functions

• Provide day-to-day administrative support for the Accounts Payable and Procurement Coordinator in such tasks as processing and coordinating accounts payable and purchasing transactions, including invoices, purchase orders, credit card activity, reimbursements.
• Able to verify the accuracy of transactions as part of the support of the Coordinator, including coding, approvals, and compliance with District, Town, State, and grant requirements.
• Assists in monitoring and tracking vendor claims, ensuring timely documentation. Maintains accurate vendor records, correspondence, and supporting documentation; able to support the research and resolution of discrepancies in a timely and professional manner.
• Supports the Coordinator with the completion of audit information requests and requests for information needed in the preparation of the District's annual budget.
• Maintains accurate records and files, both electronic and paper, related to the procurement and payment process.
• Generates and compiles reports and data as needed to support the Coordinator and the Finance Director.
• Perform other duties as assigned by the Accounts Payable and Procurement Coordinator.
  
  

Required Qualifications

• Minimum qualification of high school diploma or equivalent
• 23 years of relevant administrative or finance support experience, preferably in a school district or other public or government organization..
• Some knowledge of the accounts payable process.
• Proficiency in Microsoft Office applications, particularly Excel, and Google Workspace; ability and willingness to learn new software as needed. Some experience with a large Finance Information System preferred.
• Strong organizational, data entry, time-management skills, including ability to multitask with attention to detail and accuracy. Excellent communication skills (verbal and written). Proven customer service skills and ability to work independently and as part of a team.
  
  

Terms And Conditions

• 12-month position. Full time schedule (35 hours/week).
• Wages in keeping with the Collective Bargaining Agreement between the Danbury Public Schools and UPSEU, currently starting at $27.69 (Grade 4, Step 1), generally equivalent to $50,395 per year. See the DPS website for the 2025 Agreement.