Purchasing and Accounts Payable Specialist

Hudson Public Schools•Hudson, MA

About The Position

The Purchasing-Accounts Payable Specialist performs a variety of duties in support of the Finance Department with respect to purchasing and accounts payable functions.

Requirements

Associates/Bachelor’s degree preferred
Two years of related experience in a bookkeeping, accounting or administrative setting is required.
An equivalent combination of education and experience may be substituted for these requirements.

Nice To Haves

School or municipal experience is desired.

Responsibilities

Manages the accounts payable process for the district, approves requisitions, vendor requests, invoices and reimbursements
Generates requisitions and purchase orders
Reviews, authorizes and processes purchase requisitions and new vendor requests.
Verifies budgets for the purpose of determining adequate funding for purchases.
Requests account creation as needed.
Reviews all transactions from all funding sources for accounting accuracy and compliance with local and state and federal procurement laws and regulations.
Communicates with employees and managers if further documentation is needed for payment to be authorized, including compliance with town requirements.
Needs to have thorough knowledge of the chart of accounts and confirm if a requisition is charged to the appropriate account
Serves as resource, advisor and trainer for District personnel with respect to chart of accounts and proper account usage.
Informs Senior Accountant of possibly need for reclassifications
Prepare warrants for School Committee
Processes invoices and other payments
Responds to vendor inquiries
Serves as resource and trainer with respect to purchasing and account payables processes
Provides training and support to district employees on matters relating to the District’s accounting software
Generate extensive reports
Review and process employee travel expense reports and reimbursement requests
Review and process employee course approval requests in accordance with HEA contract
Assists the Senior Accountant with year end closing process
Assists the Senior Accountant with tracking open purchase orders monthly and requesting updates from PO requestor
Assists the Senior Accountant with tracking rollover purchase orders monthly and requesting updates from PO requestor
Maintains detailed files for procurements and contracts, including contract expiration dates and cancellation policies.
Update tracking spreadsheets for categories of expenses to ensure that all invoices are getting paid
Performs a variety of related duties