Accounts Payable Specialist/Administrative Assistant to the Business Office

DESCRIPTIVE STATEMENT

OF POSITION:

REPORTS TO:

Director of Finance & Operations

JOB GOAL:

The Accounts Payable Specialist/Administrative Assistant to the Business office is responsible for the timely and accurate processing of the Nauset Regional School District invoices, and prepares all monthly and year-end reconciliations of purchase orders; Responsible for the accuracy of transactions recorded in the Softright financial system and reporting data to member towns and state agencies; Completes special projects as required by the Director of Finance & Operations and the Assistant Director of Finance & Operations.

PERFORMANCE RESPONSIBILITIES:

Accounts Payable

• Answer all inquiries on Region finance questions.
• Review purchase orders for accuracy and compliance with procurement policies.
• Reconcile invoices against purchase orders in preparation for warrants.
• Prepare, enter and post accounts payable invoices to the accounting system.
• Coordinates with the Region schools to prepare warrants for School Committees to approve expenditures.
• Maintain spreadsheets for tracking various operational expenses.
• Communicates with the Region Finance Departments for the timely processing of their school warrants.
• Input purchase orders for Central Office and Technology Office as needed.

General Office Support

• Provide back-up coverage to the reception desk as needed.
• Provide general customer service to both internal and external customers in a timely and professional manner by responding to routine inquiries and assisting employees, Accounts Payable related questions.
• Provide back-up coverage for the Staff Accountant and Receptionist as needed.
• Responsible for maintaining the online payment system.
• Train staff in the proper use of the online payment system.
• Central Office Purchasing Agent.
• Responsible for all billing that is created in the Central Office for the elementary schools.

Performs special projects and other related duties as required, directed, or as the situation dictates, as required by the Director of Finance & Operations and the Assistant Director of Finance & Operations.

PERFORMANCE COMPETENCIES and CRITERIA:

• Must be highly service oriented, with ability to effectively communicate with all levels of employees, candidates and other internal/external contacts.
• Strong computer skills/aptitude with ability to quickly learn new systems and integrate information from a variety of data sources.
• Ability to maintain “grace under fire” and effectively handle a high volume of employee inquiries.
• Ability to use utmost discretion in maintaining and safeguarding sensitive/confidential information.
• Prior Accounting experience in a school, municipal environment or private accounting.
• Detail-oriented, with the ability to produce work with a high degree of accuracy.
• Must be highly adaptable/flexible with ability to manage multiple priorities.
• Excellent financial, analytical, organizational, interpersonal and communication skills.
• Highly proficient using Excel and Word.