.5 ADMINISTRATIVE ASSISTANT/.5 ACCOUNTS PAYABLE SECRETARY


North Grosvenordale, Connecticut

Job Details
Job ID: 3241838 Application Deadline: Posted until Filled
Posted: March 3, 2020 Starting Date: March 10, 2020

Job Description
This job is half accounts secretary and half middle school secretary. Full time.


Purchasing / Accounts Payable Clerk

DEPARTMENT: Business Office
POSITION: Purchasing / Accounts Payable Clerk
REPORTS TO: Business Manager
QUALIFICATIONS: Minimum of three years of experience with purchasing / accounts payable processing in an office environment; computer skills including word processing, spreadsheet, E-mail and Internet; experience with Munis financial software highly desirable.
EDUCATION: Minimum education requirement is a high school diploma or GED; Associate or higher degree preferred.

Additional Qualifications
1. Knowledge of general business practices and procedures
2. Ability to work effectively with vendors and school/district personnel
3. Highly organized
4. Excellent written and verbal communication skills
5. Attention to detail
6. Ability to maintain confidentiality
7. Ability to establish priorities, determine proper procedures, work independently and carry out oral and written instructions
8. Exercises initiative; displays self-motivation and uses considerable independent judgment
9. Such alternatives to the above qualifications as the Business Manager or Superintendent may find appropriate and acceptable

Please note the major responsibilities and specific duties are intended to describe the general nature of the tasks and position. They are not an exhaustive list of responsibilities.

General Responsibilities
1. Accounts Payable (A/P) processing
2. Requisition and Purchase Order processing
3. Record-keeping related to assigned functions
4. Other general duties as assigned by the Business Manager


Specific Responsibilities
1. Processes accounts payable for the district, including Food Services; verifies availability of funds and notifies Business Manager of any shortfalls
a. Initiates A/P workflow approval process
b. Reviews expenditure credits with Business Manager prior to processing
c. Creates A/P batches in financial system
d. Communicates batch information to Town Finance Office
e. Prints checks and prepares for mailing
f. Prints A/P disbursements journal
2. Sends W-9 letters and forms to new vendors; sets up new vendors in financial system; updates vendor information as needed; verifies invoices paid to vendor statements; follows-up with school personnel and/or vendors for missing invoices
3. Converts requisitions to purchase orders upon completion of approval process
4. Initiates requisitions and places purchase orders for the Business Office
5. Adjusts existing purchase orders once approved
6. Prepares and mails 1099s at the end of each calendar year
7. Maintains accurate records associated with assigned duties
8. Works with Business Manager to close out all open purchase orders at fiscal year-end
9. Performs any other specialized, routine or technical tasks as assigned by the Business Manager to ensure the efficient and effective operation of the district.

ADMINISTRATIVE ASSISTANT

Definition:

Under the direct supervision of the Principal/Guidance Director/Special Services Director, performs specialized and responsible secretarial and clerical duties; assists supervisors in various aspects of clerical detail; serves as liaison between the respective school and district administration, staff, students, parents and media.

Qualifications:

a. Be experienced with secretarial procedures
b. Possess excellent organizational and communicative skills
c. Excellent public relations skills
d. Have the ability to multi-task
e. Have good typing and math skills

Abilities:

a. Communicate effectively with students, employees and the general public.
b. Operate a variety of office equipment, including computer, calculator, telephone and copiers. Experience with Microsoft Office Programs – Word, Excel, Power Point, Publisher, etc. Experience with AESOP, MUNIS, TYLER, Google programs, and SCHOOL DUDE programs.
c. Basic bookkeeping /accounting skills and/or knowledge of Microsoft Money
d. Compose routine correspondence independently
e. Work confidentially
f. Establish and maintain effective and cooperative working relationship with school personnel and the general public.
g. Meet the public tactfully and courteously in situations requiring diplomacy, friendliness and firmness.

Duties:

a. Performs specialized and responsible secretarial and clerical duties.
b. Types letters, memoranda, reports, documents; may compose correspondence independently or in accordance with general instruction.
c. Receives and screens correspondence and calls; provides information on school policies and procedures.
d. Receives visitors and schedules appointments, conferences and meetings.
e. Provides information and assistance to students, teachers, parents and others.
f. Establishes and maintains various records and files related to operations and functions of the office, including material of a confidential nature.
g. Performs other related tasks and assumes responsibilities as may be assigned by proper authority.


Education and Experience:

Any combination equivalent to: graduation from high school, including or supplemented by secretarial and typing courses, and at least three years of increasingly responsible secretarial experience. Prior school experience desirable.

Salary and Benefits:

Per Union Contract


Position Type: Full-time
Positions Available: 1

Equal Opportunity Employer
Thompson Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Job Requirements
  • At least 1 year of relevant experience preferred
  • Associate degree preferred
  • Citizenship, residency or work VISA in United States required

  • Application Questions
    There are no application questions required for this job posting.

    Contact Information
    Danielle Pederson, HR
    785 Riverside Drive
    North Grosvenordale, Connecticut 06255
    Phone: 860-923-9581
    Fax: 860-923-9638
    Email: dpederson@thompsonpublicschools.org