Business Office Specialist-Purchasing & Accounts Payable

Business Office Specialist – Purchasing & Accounts Payable

The Business Office Specialist – Purchasing & Accounts Payable is responsible for purchasing, accounts payable, and operational support functions for the District. This position serves as the primary purchasing and accounts payable clerk. This position is highly confidential and requires consistent adherence to District policies, state regulations, and accounting standards.

Qualifications

• Associates Degree in accounting preferred but not required
• Experience with iVisions or other computerized financial software preferred
• Knowledge and experience with centralized purchasing and with the Unified Chart of Accounts (UCOA) preferred
• Ability to prepare financial reports accurately in a timely manner
• Experience with a variety of technology programs, including but not limited to, Word, Excel, Google Docs, Google Sheets
• Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations
• Ability to communicate effectively with employees and vendors, both orally and in writing
• Ability to multi-task and work in a busy environment with deadlines
• Ability to work independently and under the direction of others
• Knowledge and skills to maintain accurate records and documentation
• And/or such alternatives to the above qualifications as the Superintendent may deem appropriate and acceptable

Reports To Director of Financial Operations

Representation Status Individual Employment Contract / Unrepresented Staff

Salary is $55,000 - $65,000 depending upon level of experience

Duties & Responsibilities

• Reviews appropriate sources and suppliers; ensures that all purchases are made in accordance with district policies, Town ordinance, the Rhode Island Department of Education requirements and applicable state laws, are fair and competitive and are made at the lowest cost consistent with quality and delivery requirements.
• Assist departments in the creation of purchasing requisitions. Provide guidance and training on purchase requisitions, procedures and systems.
• Review incoming requisitions for accuracy, completeness, and conformance with the federal & state law and uniform chart of accounts.
• Consult vendors/catalogs/internet to obtain competitive pricing and discounts.
• Print all purchase orders and place orders with vendors.
• Verify bills, match up with purchase orders and submit for payment
• Perform various technical and specific duties relative to day-to-day operations including problem resolution with vendors and preparing reports.
• Maintain open purchase order report & files.
• Maintain petty cash.
• Responsible for all surplus property, its disposition, and recordkeeping.
• Order fuel, gas and propane & track expenses.
• Responsible for processing all district applications for the National School Lunch Program including the verification process for all applications.
• Regularly interacts with Rhode Island Department of Education (RIDE) regarding the National School Lunch Program and attends any training as required by RIDE.
• Maintain accurate financial records and monitor and manage account balances. Track savings/overages on purchase orders and notify the Director of Financial Operations.
• Check in & distribute administration orders and elementary orders during summer.
• Research past expenditures as requested.
• Back up support to other Business Office Staff as necessary.
• Other duties as assigned by the Director of Financial Operations or Superintendent of Schools.