Financial Assistant-Purchasing

Northwest Allen County Schools•Fort Wayne, IN

About The Position

The Purchasing Financial Assistant supports the school corporation's purchasing function by processing purchase orders, verifying compliance with school board policy and state purchasing laws, maintaining accurate records, and assisting schools and departments with procurement procedures. This position helps ensure that all purchases are properly authorized, documented, and paid in accordance with public school regulations and internal controls.

Requirements

One to three years of experience in bookkeeping, accounting, or office finance preferred
Knowledge of basic accounting principles and financial procedures
Proficiency in Microsoft Office; strong Excel skills preferred
Strong organizational, communication, and problem-solving skills
High attention to detail and accuracy
Ability to interpret policies, procedures, and statutory requirements
Ability to maintain confidentiality and professionalism

Responsibilities

Review and process purchase requisitions submitted by schools and departments
Create, issue, and track purchase orders within the financial management system
Verify that purchases comply with board-approved budgets, purchasing thresholds, and state statutes
Ensure proper approvals are obtained prior to issuing purchase orders
Communicate purchasing requirements, deadlines, and procedures to school secretaries and department staff
Maintain vendor records, including W-9s, remittance addresses, and compliance documentation
Review invoices for accuracy and match invoices to purchase orders and receiving documentation
Resolve discrepancies between purchase orders, invoices, and receiving reports
Coordinate with Accounts Payable to ensure timely and accurate payment to vendors
Maintain organized purchasing records for audit and public records requests
Assist with year-end purchasing closeout procedures and carryover documentation
Support compliance with internal controls and audit recommendations
Provide customer service to vendors and internal staff regarding purchasing questions
Perform other related duties as assigned