What are the responsibilities and job description for the Accounts Payable - Administrative Assistant Office Support position at Marlborough Public Schools?
Job Summary:
To maintain accounts payable material and purchase order records. This position provides office support for the District Office and performs administrative office support work, general office assistance functions and related work as required. Works cooperatively with district and school personnel. This role is an important part of district presentation and culture.
Organizational Relationship or Line of Authority:
Works under the supervision of the Director of Finance and Operations and Superintendent and the Grants and Accounts Payable Manager
Work Year:
12 months
Hours are 8:30-4:00pm inclusive of a 30 minute unpaid lunch.
Bargaining Unit:
Marlborough School Administrative Office Support
Statement of Duties:
Accounts Payable Duties
- Enter invoices and purchase orders into the computer and maintain accounts payable records.
- Maintain vendor code list and code all purchase orders.
- Responsible for bi-monthly running of warrants, checks, and special reports.
- Responsible for supervising other clerks in inputting accounts payable material into the computer and maintaining records.
- Maintain requisition file.
- Maintain accounting copy purchase orders or related electronic files.
- Send all vendor purchase orders and maintain vendor invoices.
- Check all requisitions for completeness.
- Encumber all purchase orders into the computer and maintaining encumbrance purchase order and receive order copies.
- Maintain budget account codes.
- Input into the computer approved invoices, checking budget account code.
- Create and maintain user access accounts for online ordering with WB Mason, Amazon, Office Depot and others as assigned.
- Work as a liaison between vendors, end users, and City Hall to resolve accounts payables issues.
Qualifications:
- High School Diploma
- 1-2 years’ experience in basic accounting, bookkeeping, typing, and data/word processing.
- Demonstrated knowledge and experience with diverse office technology and equipment, specifically database, spreadsheet and word processing.
- Knowledge of Aspen, as it relates to student information is a plus.
- Must be able to work well with the public, staff and students with a variety of backgrounds.
- Ability to maintain confidentiality.
- Good customer service skills in dealing with the public and staff effectively.
- Must be able perform work quickly, efficiently and accurately.
- Good abilities with office practices, procedures and office equipment.
- Good basic skills in oral and written communication.
- Must be a strong team player, able to collaborate well with others.
- Bilingual (Spanish or Portuguese) highly preferred
- Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable
An Equal Opportunity Employer
It is the policy of the Marlborough Public Schools not to discriminate on the basis of race, gender, religion, national origin, color, homelessness, sexual orientation, gender identity, age or disability in its education programs, services, activities, or employment practices.
