Accounts Payable/Financial Secretary

The Accounts Payable Coordinator/Financial Secretary works within the Central Office Finance Department and holds primary responsibility for the district's accounts payable function. This position maintains financial records in accordance with federal, state, and local (Massachusetts General Laws and DESE) regulations; supports the Director of Finance and Operations with purchasing, vendor management, budget, and reporting functions; and regularly handles confidential matters involving collective bargaining, personnel, and student records. This is a confidential employee position within the meaning of M.G.L. c. 150E.

ESSENTIAL FUNCTIONS

Maintains, tracks, and processes all district invoices and payment requests accurately and within required deadlines, using a sense of urgency to keep vendor accounts current. Enters and manages purchase orders, receipts, and payment requests in the district's financial software system (MUNIS), ensuring accurate account coding and balances. Provides MUNIS training and support to new central office staff, as needed. Prepares accounts payable warrants and bill schedules for review and approval by the Superintendent, School Committee, and Town Accountant/Treasurer, in accordance with district and municipal procedures. Reviews invoices and supporting documentation for compliance with Massachusetts procurement law (M.G.L. c. 30B) and district purchasing policy; flags discrepancies or non-compliant purchases. Advises the Director of Finance and Operations of account irregularities, budget concerns, or purchasing/compliance issues. Maintains vendor files, W-9 documentation, and 1099 reporting; maintains strong, professional working relationships with vendors and resolves payment inquiries. Assists with payroll-related recordkeeping and coordination with the Town's payroll/HR system, as required. Assists the Director of Finance and Operations with grant-related financial reports, requests for reimbursement, and grant fund tracking, working with grant managers as directed. Assists in the preparation of the annual operating budget, budget transfers, and end-of-year financial reports, including DESE End-of-Year (EOY) financial reporting. Creates and maintains financial and bill-tracking spreadsheets (Excel/Google Sheets) on an ongoing and annual basis. Supports internal and external audits, including the annual single audit, by compiling requested documentation. Processes financial forms and reports as required by federal, state, and local regulations, including those related to Title programs and other grant-funded accounts.

ADDITIONAL RESPONSIBILITIES Prepares bid specifications, contract documents, correspondence, and reports as assigned. Compiles and organizes statistical and financial information to meet reporting requirements. Establishes and maintains personnel, vendor, and other office records in an organized, retrievable system consistent with the district's records retention schedule. Maintains office files, schedules, and day-to-day operations of the Finance Department in a manner that supports efficient office function. Directs visitors, staff, and callers to the appropriate person or department. Assists the Director of Finance and Operations in responding to finance-related public records requests, consistent with the Massachusetts Public Records Law and district policy (this position is not the district's Records Access Officer). Provides general administrative and secretarial support to the Director of Finance and Operations and the Finance Department. Performs other duties as assigned by the Director of Finance and Operations or Superintendent of Schools.

MINIMUM QUALIFICATIONS

Education: High school diploma or equivalent required; post-secondary coursework or degree in accounting, business, or a related field preferred. Experience: Minimum of three (3) years of direct accounts payable or business office experience required; experience in a municipal, school district, or similar public-sector finance office strongly preferred. Technical Skills: Proficiency with MUNIS or a comparable municipal/school financial software system, Microsoft Excel, and Google Workspace required; ability to learn new software systems as needed.

KNOWLEDGE, SKILLS, AND ABILITIES Strong organizational skills and the ability to prioritize and manage multiple, competing deadlines. Excellent verbal and written communication skills. Ability to work independently and exercise sound, professional judgment within the scope of the position's authority. Ability to maintain a high level of confidentiality regarding financial, personnel, and student information. Working knowledge of Massachusetts public procurement, public records, and school finance requirements (or ability to acquire this knowledge quickly). Ability to work collaboratively as part of a small central office team while managing an independent portfolio of responsibilities. Proficient use of standard office equipment, including PC, scanner/copier, and phone systems.

PHYSICAL DEMANDS / WORK ENVIRONMENT This position requires light to moderate physical activity, including extended periods of sitting, computer use, and occasional lifting of files or office supplies (up to 20 lbs.). Work is performed primarily in a standard office environment at the Central Office.