What are the responsibilities and job description for the Business Office Clerk position at North Adams Public Schools?
The North Adams Public Schools is seeking a Business Office Clerk to work at the central office location.This year round position is for 8 hours per day for 5 days per week.
Job Goal: To support the administrative needs of the Business Office to help ensure effective financial operation of the school district, including efficient processing of purchase orders to ensure timely purchasing; prompt and accurate payment of invoices to protect the credit standing of the school district, and; accounts receivable crediting and billing, where applicable.
Supervision: Reports to the Director of School Finance and Operations.
Education, Work Experience, and Licensure:
Required: Clerical position requiring high school diploma or equivalent. Prior experience in accounts payable. Strong interpersonal and customer service skills. Working knowledge of basic office procedures and the operation of common office equipment, including laptop, copier, and postage machines. Ability to work well with numerous departments and vendors. Must be able to work independently, with attention to detail. Must be able to comprehend verbal and written instructions. Basic knowledge of Excel, Microsoft Word, and Google.
Preferred: Experience working for a municipality or school district. Familiarity with municipal financial software, such as Tyler Technologies (MUNIS).
Performance Responsibilities:
1. Create purchase orders, place orders, and file accordingly.
2. Match purchase orders with invoices and prepare for payment.
3. Key in vouchers for warrants on a weekly basis.
4. Assist with all accounts payable activity as needed and serves as back up when Accounts Payable Specialist is unavailable or out of the office.
5. Track and report on the status of utility expenses.
6. Create invoices and bill outside parties for use of facilities; track and report fees collected; coordinate with Superintendent’s office to confirm applicable fees.
7. Assist with audits.
8. Support the district’s Business Office team’s work to complete the annual Massachusetts Department of Elementary and Secondary Education’s End of Year Report.
9. Confirm and upload service contracts and required procurement related documents for all services and purchases.
10. Assist with payroll, including providing backup as needed, facilitating new hire paperwork, and setting up new employee files.
11. Prepare required confirmation letters for employees receiving governmental assistance for fuel, daycare, and other programs as needed.
12. Sort and mail checks to the segment of employees who are not onsite during summer months.
13. Serve as back up to the Central Office receptionist, including answering the phone, greeting visitors, and preparing CORI checks as needed.
14. Any other related duties as may be assigned by administration.
Physical Requirements: The position requires a moderate amount of walking, standing, sitting and climbing stairs and step stool whenever necessary.
Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing, and pulling of objects. The position requires lifting objects of 20 pounds on a frequent basis, and over 20 pounds occasionally. There is a frequent requirement of fine manipulation associated with the required use of a computer, typewriter, keyboard, calculator, and other business machines.
Environmental Conditions: The occupant is required to work indoors. The regular chemical solvents are toners, inks, and cleaning fluids.
Salary : $40,000 - $45,000