Purchasing and Accounts Payable Specialist

HUDSON PUBLIC SCHOOLS

HUDSON, MASSACHUSETTS

Position : Purchasing and Accounts Payable Specialist

Department : Finance

Reports to : Director of Finance

Approved by : Brian Reagan, Ed.D.

Revision Date : June 2025

Diversity, Equity and Inclusion are core values of the Hudson Public Schools. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. Applicants whose work incorporates a global perspective and a demonstrated commitment to issues of diversity in education are particularly encouraged to apply.

SUMMARY :

The Purchasing-Accounts Payable Specialist performs a variety of duties in support of the Finance Department with respect to purchasing and accounts payable functions.

ESSENTIAL FUNCTIONS AND RESPONSILBILITES :

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Manages the accounts payable process for the district, approves requisitions, vendor requests, invoices and reimbursements
• Generates requisitions and purchase orders
• Reviews, authorizes and processes purchase requisitions and new vendor requests.
• Verifies budgets for the purpose of determining adequate funding for purchases. Requests account creation as needed.
• Reviews all transactions from all funding sources for accounting accuracy and compliance with local and state and federal procurement laws and regulations.
• Communicates with employees and managers if further documentation is needed for payment to be authorized, including compliance with town requirements.
• Needs to have thorough knowledge of the chart of accounts and confirm if a requisition is charged to the appropriate account
• Serves as resource, advisor and trainer for District personnel with respect to chart of accounts and proper account usage.
• Informs Senior Accountant of possibly need for reclassifications
• Prepare warrants for School Committee
• Prepare warrants for School Committee
• Processes invoices and other payments
• Responds to vendor inquiries
• Serves as resource and trainer with respect to purchasing and account payables processes
• Provides training and support to district employees on matters relating to the District's accounting software
• Generate extensive reports
• Review and process employee travel expense reports and reimbursement requests
• Review and process employee course approval requests in accordance with HEA contract
• Assists the Senior Accountant with year end closing process
• Assists the Senior Accountant with tracking open purchase orders monthly and requesting updates from PO requestor
• Assists the Senior Accountant with tracking rollover purchase orders monthly and requesting updates from PO requestor
• Maintains detailed files for procurements and contracts, including contract expiration dates and cancellation policies.
• Update tracking spreadsheets for categories of expenses to ensure that all invoices are getting paid
• Performs a variety of related duties

Qualifications :

EVALUATION : Performance of this job will be evaluated in accordance with provisions of the Hudson School Committee's policy on evaluation or in accordance with union contract.

WORK YEAR :

Please note that we will be reviewing applications and conducting interviews on an ongoing basis until the position is filled.