Accounts Payable Administrative Assistant

Accounts Payable Administrative Assistant

The Accounts Payable Administrative Assistant supports the financial operations of the school district by ensuring accurate and efficient processing of purchases, payments, and financial records. This role is responsible for managing all vendor-related financial transactions within the School Department. Key duties include processing invoices in a timely manner, maintaining organized and accurate financial records, and performing account reconciliations to ensure accuracy and compliance.

Administrative Duties:

• Processes invoices in a timely and accurate manner while adhering to department procedures.
• Verifies the accuracy of invoices by reviewing purchase orders, prices, terms of payment, and other charges.
• Prepares accounts payable warrant for school committee or city officials signatures weekly.
• Research and resolve payment-related issues.
• Managing the payment cycle and informing all parties of the process.
• Manages district cell phones including orders, inventories, and billing.
• Assists with end-of-year closing including tracking and reporting of encumbrances for subsequent fiscal year.
• Performs other reasonable duties as requested by the supervisor.

Organizational Skills:

• Sorts and distributes interoffice and other mail as needed.
• Maintains standard office records for the department as necessary.
• Ensures orderly and efficient office operations and ensures workspaces are properly maintained in office space as needed.
• Demonstrates a solid understanding of Google services as well as other technology-related skills and platforms appropriate to department needs.
• Specifically, Admins. Maintains proper filing system.

Salary can be found in the collective bargaining agreement at: