Accounts Payable/Administrative Assistant

JOB GOAL: To support the effective and efficient administration of accounts payable, purchasing, and related accounting functions, including invoice processing, vendor payments, reconciliations, and staff support related to school purchasing and payment procedures, while providing administrative support to the Business/Human Resource Manager and Director of Facilities. PERFORMANCE RESPONSIBILITIES: Accounts Payable • Conducts the preparation, production, and distribution of all vendor warrants. Schedules and prepares checks, considering vendor discount opportunities and due dates. • Confirms all goods and services have been received by the shipping/receiving department or department supervisor before issuing payment. • Charges expenses to accounts and cost centers by analyzing invoice/expense reports and recording entries. • Reconciles monthly vendor statements to verify account accuracy and resolve any discrepancies. • Maintains and updates vendor records, including validating federal tax ID numbers and entering new vendor information. • Processes employee reimbursements for travel and course-related expenses by reviewing and verifying expense reports and preparing payments. • Provides and maintains tax exemption forms, W-9's, and processes credit applications. • Maintains all use of school credit card charges. • Provides accurate and effective document preparation and records management relative to the AP function in accordance with records retention policies and procedures. Administrative Assistant • Maintains the Business/Human Resource and Director of Facilities calendar. • Answers the telephone and maintains a message log for the Business/Human Resource and the Director of Facilities. • Processes all paperwork for vehicle titling and transfers. Maintains all records of school vehicles. Procurement Assistant • Processes and places purchase orders for multiple departments, ensuring timely procurement of supplies and materials. • Assists in procurements, including requesting prevailing wages, advertising in newspapers, Commbuys, Central Register, and any necessary bid documents. • Maintains MCPPO or Associate MCPPO Certification, if attained. WORK ENVIRONMENT: This position may require long periods of standing and sitting. The individual may be exposed to ultraviolet lights, as are found in computer monitors and copying equipment. The individual may be exposed to various hazards in the building. TERMS OF EMPLOYMENT: This is a full-time, twelve (12) month position Salary based on the Administrative Assistant Salary Schedule Fringe Benefits per Non-Union Personnel Policy EVALUATION: In accordance with the School Committee Policy