Purchasing/Accounting Specialist

JOB SUMMARY

Under the direct supervision of the Business Manager, the Purchasing/Accounting Specialist is responsible for planning, organizing, monitoring the comprehensive purchasing and accounts payable functions for the District in compliance with school committee policies and state and federal procurement requirements. Responsibilities include working closely with the accounts payable clerk, in reviewing purchase orders and manage vendor relationships and contract.

The Purchasing/Accounting Specialist will be responsible for managing the District's daily accounting of the school's finances, assistance with managing systems-based internal controls and providing support to the Business Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

●Assist in facilitation of all functions related to the purchase of equipment, supplies, and services for the school district for the purpose of ensuring compliance with a wide variety of State and Federal Regulations, as well as GASB accounting procedures
●Ensure the maintenance of all purchasing information, files and records (e.g. Requests and Proposals, purchase orders, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines
●Monitor school accounts against current budget summary reports prior to the purchase of goods or services to ascertain available funds
●Assist in managing district procurement contracts (e.g. copier lease, telecommunications, utilities, food services, legal services, maintenance contracts, etc.) for the purpose of complying with district policies
●Work with district administrators by providing oversite and assistance in purchasing for the purpose of acquiring the necessary district resources
●Serves as a staff / vendor liaison for the purpose of monitoring and consolidating of orders for better management of district resources
●Continually review district purchasing practices and make policy recommendations to the Business Manager
●Evaluate all purchases to see that the best source of supply and best value has been efficiently and expeditiously obtained.
●Manage the fixed assets inventory system
●Work with the district receiver to assure proper delivery of product before payments are rendered
●Assist in monthly request and deposit of grant funds
●Manage the monthly invoicing and accounting records associated with member community assessments
●Create and process journal entries for inter-department transfers
●Record all revenue from all sources in appropriate accounts in accounting system ● Manage the district's change and petty cash funds and vocational shop cash reconciliation
●Assist in the completion and assembly of the Annual Budget presentation documents
●Assist the Business Manager in internal account audits and ensuring appropriate accounting procedures are in place ● Assist in yearly audit
●Maintain all paper and electronic files and track revenue/expenses related to Post Graduate Program (LPN)
●Facilitate booking of cosmetology student exams
●Provide clerical support for the Business Manager
●Provide back-up for accounts payable and payroll processing when needed
●Other duties as assigned by the Business Manager or Superintendent-Director

DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:
●Bachelor's degree preferred or equivalent work experience in purchasing or business, which may include specialized course work in general office practices such as municipal purchasing and accounting, spreadsheets (Excel), word processing (MS Office Suite)
●MCPPO Delegation a plus
●History working in a purchasing/accounting role in a public regional school
●History working in a procurement role with an understanding of municipal procurement laws in Massachusetts ● Experience with Windows based purchase order systems required. Experience with Tyler Technologies, Infinite Visions (formerly known as Budget Sense) is preferred.
●Minimum five years (3) of increasingly responsible related experience. Equivalent combination of related education and experience, which includes working with within municipal accounts payable or purchasing departments.
●Must have a strong attention to detail and ability to work on multiple projects simultaneously