Accounts Payable and Purchasing Specialist

The accounts payable and purchasing specialist, under the direction of the Finance Manager, is responsible for the execution of all school department accounts payable and purchasing functions in a timely and accurate manner. Accounts payable duties include processing invoices, reconciling vendor statements, researching invoices, and responding to vendor questions. Purchasing duties include reviewing and processing purchase orders for departments, administering the procurement card system, assisting with procurement of supplies and services, establishing new vendors, and tracking vendor contracts.Essential Duties: -Work collaboratively with schools, departments, and town finance staff to ensure the timely payment of invoices.Communicate effectively with school district personnel to promote an understanding of district wide payment related policies and procedures.Review invoices and reimbursements and assign appropriate expense accounts.Enter invoices and reimbursements for payments in the accounting system to produce a weekly warrant schedule.Print and submit weekly warrant schedules to Assistant Superintendent / Director of Finance and School Committee for approval.Ensure compliance with purchasing polices and procurement statutes, including Chapter 30B.Research and investigate vendor and employee questions and act as a point contact for any issues.Administer the procurement card system including reconciling of monthly statement of expenses.Process approved departmental purchase orders and place orders as needed.Assist with set up of new vendors by collecting vendor information including W-9 and executed contracts and submitting to Town Finance Department.Support principals by providing budget and expenditure information and facilitating budget transfers.Assist with the generation and preparation of monthly and quarterly financial reports.Assist with end of year closing, including tracking and reporting of encumbrances for subsequent fiscal year.Maintain historical records by scanning and/or archiving documents in accordance with the districts electronic recordkeeping protocol.Maintain vendor file systems including contracts and supplemental information such as performance bonds and/or certificates of insurance.Notify appropriate contract manager prior to contract expiration and assist with preparation of procurement specifications and documents.Prepare and coordinate advertisement and distribution of quotes, bids, and proposals including posting internally, placing newspaper advertisements, posting to the Central Register or Goods and Services Bulletin, or advertising on COMMBuys.Assist with implementation or enhancement of ERP system and provide training to end users on accounts payable, reporting, and purchasing features of ERP software.Participate in professional development opportunities, as appropriate.Perform other duties as assigned by the Superintendent, Assistant Superintendent of Finance & Operations, or Finance Manager.