Purchasing and Accounts Payable Coordinator

West Oak Lane Charter School is searching for a talented, experienced and team-oriented support staff to serve in a Purchasing and Accounts Payable Coordinator role.  

Our ideal candidate will be someone who has worked in a school environment, is proficient with accounting and purchasing systems, is detailed oriented, works well independently, has strong people skills and is able to manage multiple functions and responsibilities.

The Purchasing and Accounts Payable Coordinator reports the school’s Chief Executive Officer and interacts with staff members across all school departments.  

The salary range for this position is 55K-65K based on years of experience and level of education.

Essential Responsibilities for Purchasing Role: 

• Create and manage purchase orders.
• Identify and source vendors.
• Negotiate terms and pricing with vendors.
• Verify approval for purchase orders, as well as available funds associated with the accounting line item.
• Analyze purchase orders to accurately apply accounting codes to the appropriate budget line.
• Reconcile receivables in terms of delivery, condition at delivery and timely distribution to the appropriate department and/or personnel.
• Reconcile vendor statements, research and correct discrepancies.
• Track usage and replenish supplies.
• Analyze purchasing data to identify trends, optimize spending, and improve efficiency.

Essential Responsibilities for Accounts Payable Role: 

• Receive and verify invoices for appropriate documentation and process for payment.
• Ensure accurate coding and allocation of expenses.
• Reconcile accounts payable balances.
• Prepare and process payment requests.
• Produce monthly reports on expenditures, by accounting code.
• Create an A/P transmittal log of weekly invoices for accounting.
• Enter orders in accounting software to track expenditures.

Qualifications:

• Ability to pay attention to detail and accuracy.
• Demonstrate confidentiality and sound judgment.
• Demonstrate solid problem-solving skills and teamwork.
• Ability to meet deadlines.
• Proficient in all MS Office Programs, Excel, Word, and Outlook.
• Ability to work under pressure, multitask and prioritize workload.
• Solid organizational skills.
• Solid written and oral communication skills. Specifically in terms of grammar, spelling and punctuation.
• Ability to follow oral and written instructions.
• Ability to effectively communicate with all levels of staff members and visitors.
• Knowledge of standard office procedures and practices.
• Ability to type 40-50 wpm and operate basic office equipment.

Education and Experience:

·         Associate or bachelor’s degree preferred.

·         7 to 10 years of solid administrative assistant experience, with extensive experience in the areas of purchasing, accounts payable, vendor relationships, tracking expenditures, etc.

Fully paid medical, dental, STD, LTD and life insurance

403b 7.5% match

Work in a family atmosphere