Executive Assistant (Nesa Grade 3)

Accounts Payable Job Title: Accounting Assistant

• Grade 3 FLSA Status:

(Exempt/Non-exempt) NESA-Grade 3 Reports to: Director of Business Operations In compliance with state and federal laws, newton public schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees and prospective applicants. All educational and employment determinations are based on an individual's qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal statute.

Summary:

The purpose of this position is to perform a wide range of accounts payable functions under general direction of the Director of Business Operations. Work requires initiative and independent judgment in the application of prescribed Newton Public Schools, City of Newton, and Mass General Law policies, procedures, and methods. Performs all other related work as required.

Qualifications:

High school education and two to five years of experience with accounts payable, budgets, and financial accounting software or any equivalent combination of education, training, and experience. Additional accounting education is preferred.

Possession of a valid Massachusetts Motor Vehicle License.

Knowledge, Ability and Skill: Knowledge:

Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the school department and the city departments.

Working knowledge of policies and procedures for Accounts Payable, Purchasing, Budgets, and Accounting. Knowledge of the operation of computer software applications.

Experience with MUNIS is preferred.

Ability: Ability to deal effectively and tactfully with school department and City of Newton personnel, as well as with all vendors.

Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Analytical ability, accuracy, attention to detail, and follow-through are necessary.

Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position. Ability to coordinate well with staff and to determine work load distribution between accounting staff.

Skill: Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications.

Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skill in all of the above listed tools and equipment.

Essential Job Duties and Responsibilities (Not Limited To):

• Verify all vendors before processing payments.

• Verify all Grant accounts before processing payment. Ensure Business Operations Analyst receives copies of all grant invoices.

• Review Student Activity reimbursement requests to ensure necessary backup is included for City reimbursement and that all vendors Page 1 of 1 Department: Accounts Payable Job Title: Accounting Assistant

• Grade 3 FLSA Status: (Exempt/Non-exempt) NESA have been created in Munis to allow for 1099 reporting before processing for City transfer.

• Respond quickly to stakeholder outreach. Resolve vendor payment issues quickly and completely. Escalate to Director of Business Operations if unable to resolve independently.

• Leverage Paymode X to resolve payment questions.

• Actively manage purchase order balances as invoices are processed. Works closely with all departments Open Order reports to ensure unnecessary orders are closed in a timely manner.

• Coordinate with NPS purchasing department to facilitate collaboration of operations. Ensure that invoices are paid against properly procured goods and services.

• Coordinate with City departments to close the Fiscal Year efficiently, to ensure expenses are charged to the appropriate fiscal year, and to minimize carryover by actively collaborating with schools, departments, and key stakeholders.

• Provide training to all necessary NPS staff, i.e. Bursars and Administrative Assistants

• Attend workshops, meetings or training sessions as requested

• Performs similar or related work as required.

Process reimbursements requests for lunch, athletic, and transportation expenses, as needed.• Prepare for review and process utility payments.

Work Environment & Physical Requirements:

• Work is performed in an office environment.

• Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.

• Makes frequent contact with the public, vendors, parents, students, other school districts, NPS employees, Directors, Administrators, Comptroller's Office, Treasurers Office, City Hall and Banks. Being the first and often the only representative of NPS.

• Employee has access to confidential information related to payroll, scholarships, special education tuition, etc.

• Errors could result in delay or loss of service, monetary loss and possible legal ramifications.

Supervision: Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures, and practices.

Independent Action: Works under broad supervision, following department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 10 pounds.

Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)