Finance Clerk

The Finance Clerk serves as first responder to visitors and to telephone calls in the Finance and Human Resource Office. Essential Duties/Responsibilities: Provide clerical support for Finance/HR departments: Functions as receptionist for HR/Finance Offices providing friendly and courteous greetings to all visitors and telephone calls. Communicates clearly and concisely with others, both verbally and in writing. Filing, answering phone lines, written correspondence, scheduling, opening/distributing mail, and other administrative support functions as assigned. Maintain database(s) by accurately entering new and updated information. Prepare data for computer entry by compiling and sorting information. Create and maintain spreadsheets related to payroll and accounts payable information. Organize existing data in spreadsheets. Transfer data from hard copy to digital database. Supports all components of Building Use and rental of school facilities for the Schools, Town of Randolph, and requests from non-profit and for-profit agencies. Prepares invoices, collects fees and maintains an open dialog with the applicant(s) until the conditions for the rental of the facility are met and paid in full Maintains a district-wide building/field use calendar of school and community events Coordinates facility and field rentals for the district and issues use permits and - maintains a log of deposits and balances by building for usage. Maintain close communication with Maintenance regarding custodial overtime for scheduling for all building use. Provides clerical coverage and back up for vacations and other absences in the Finance, Human Resources and central administration offices. Supports components of the Payroll, Accounts Receivable, and Accounts Payable processing. Performs other duties as required or assigned which are within the scope of the duties in the job description. Interact with a wide variety of staff, town officials, and the general public in an effective and professional manner. Prioritizes and accomplishes multiple tasks and work in an environment with frequent interruptions. Process purchase orders in the District's financial management system, ensuring appropriate account coding, vendor information, supporting documentation, and required approvals are complete and accurate. Review and process invoices for payment, verifying accuracy, account coding, purchase order information, supporting documentation, and required approvals, and follow up on discrepancies as necessary. Prepare the School Committee accounts payable warrant, ensuring transactions and supporting documentation are complete, accurate, properly organized, and available for review and approval. Maintain accurate vendor records, including the collection and processing of W-9 forms, new vendor documentation, vendor information changes, and ACH payment requests in accordance with established procedures and internal controls. Communicate with vendors regarding invoice status, payment inquiries, missing documentation, discrepancies, and other routine accounts payable matters, coordinating with District staff as necessary to resolve outstanding issues. Track and monitor expenditures for assigned revolving accounts, maintain supporting financial records, assist with periodic reconciliations, and identify discrepancies or issues requiring follow-up. Support the processing and documentation of cash turnovers by reviewing submissions for completeness and accuracy, maintaining appropriate records, and coordinating with schools, departments, and Town Finance staff to resolve outstanding items. Coordinate and process the District's Medicaid claiming activities, including collecting and reviewing required documentation, submitting and monitoring claims, coordinating with District staff and third-party providers, tracking reimbursements, resolving outstanding items, and maintaining records necessary for compliance, reconciliation, and audit purposes. Performs other duties or functions as assigned by the Director of Finance. PHYSICAL DEMANDS: - Must be able to sit for long periods of time and be able to enter data on a computer using a keyboard or similar device. Must be able to lift 10 lbs waist high WORK ENVIRONMENT: - Must be able to work in a busy office environment TERMS: 12 month union position, with vacation, sick and personal days per collective bargaining agreement SALARY: Based on relevant years of experience in PK-12 School setting, education, and other relevant skills/experience. REPORTS TO:Director of Finance & Operations