Accounts Payable Coordinator (Anticipated)

Job Summary: The Accounts Payable Coordinator supports the district’s financial operations by processing accounts payable and receivable transactions, maintaining accurate general ledger records, and ensuring compliance with district policies and state/federal regulations. The role assists with audits, year-end close, and financial reporting, oversees grant-related expenditures and compliance, and provides guidance to staff and vendors to ensure efficient, accurate, and transparent fiscal operations. Essential Duties & Responsibilities: The Accounts Payable Coordinator will perform the following duties: 1. Fiscal Operations & Accounts Payable

• Processes accounts payable transactions, including receiving and verifying invoices against purchase orders and receiving documentation, ensuring accurate general ledger coding, and preparing and entering invoice batches to ensure timely and accurate payments;
• Administers accounts receivable processes, including receipt of funds, preparation of deposits, and review of supporting documentation for accuracy, completeness, and compliance with internal controls;
• Prepares, reviews, and posts journal and budget entries to the general ledger to accurately record financial transactions;
• Reviews, audits, and processes travel and expense reimbursement requests in accordance with district policy and applicable regulations;
• Monitors and ensures compliance with district financial policies, established internal controls, and applicable state and municipal requirements;
• Supports fiscal year-end closing activities, including preparation and processing of warrants, accruals, and carryover liabilities to ensure accurate financial reporting;
• Reconciles monthly bank statements and general ledger accounts in collaboration with school-based staff;
• Supports compliance with Student Activity Fund regulations, including oversight consistent with DESE guidelines and School Committee policies;
• Collects, compiles, and analyzes financial data to support preparation of required federal, state, and local reports in collaboration with the Director of Finance & Business;
• Assists with preparation for annual independent audits and end-of-year financial reporting.

2. Grants Management

• Serves as fiscal agent for all state and federal grant programs, including reviewing and approving grant applications and coordinating submissions such as payment requests, amendments, and final reports;
• Establishes grant accounts in coordination with the Town Accountant; prepares and monitors monthly grant expenditure reports; and identifies issues requiring budget adjustments or amendments;
• Ensures compliance with federal and state grant requirements, including allowable costs, time and effort reporting, and documentation standards;
• Collaborates with program administrators to ensure proper fiscal management and reporting of grant-funded activities.

3. Communication & Support

• Provides guidance to district staff regarding financial procedures, documentation requirements, and compliance expectations;
• Responds to vendor inquiries and resolves discrepancies related to invoices, payments, and account status in a timely and professional manner;
• Coordinates with internal and external stakeholders, including auditors, vendors, and municipal offices, to support financial operations;
• Supports transparency and public accountability by maintaining accurate records for School Committee reporting and public information requests.

4. Other Duties

• Participates in process improvement initiatives to enhance efficiency, accuracy, and internal controls within financial operations;
• Engages in ongoing professional development to remain current with Massachusetts school finance regulations, DESE guidance, and municipal best practices;
• Assists with payroll, as needed, to ensure continuity of operations during staff absences or peak periods;
• Performs other relevant duties as assigned by the Director of Finance & Business.

Salary : $50,000 - $60,000