Accounts Payable / Purchasing Clerk

PURPOSE : The purpose of this position is to perform responsible bookkeeping and financial record keeping work processing and paying all bills pertaining to the Milton Public Schools; perform all other related work as required. The Accounts Payable / Purchasing Clerk is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control. ESSENTIAL DUTIES AND RESPONSIBILITIES : (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.) District wide support of processing invoices, reimbursement and purchase orders for 6 schools and other departments including Food Service, Special Education, Athletics, After School Enrichment (ASE) and Facilities. The preparation and processing of the vendor warrant including processing, auditing and approvals. Work with the Assistant Superintendent of Business, Town Hall and School Committee Finance members to address any questions and or comments about the warrant. Maintain the utility spreadsheet of payments and usage for all schools to include our gas, electric, phones and water usage. Information provided on this enables the head of the Consolidated Facilities Department to apply for grants for the school system and negotiate better rates on utilities. Support to all staff, vendors, Town Hall, or parents for information on any form of payments from the school department. Responsible for processing as well as the organization of all purchase orders. Prepare reports and maintain accounts working toward end of year close out. Work closely with the Budget Analyst to end the current fiscal year and open a new year. Put controls in place with outside departments and schools closing out any outstanding purchase orders. Coordinate the delivery of purchases during the summer months. Work with vendors on time lines of availability of product to coincide with the needs of the school. Problem solve on the school's behalf should problems occur when the administrative assistants have left for the summer season. Work with the Milton Foundation for Education accounts payable representative to provide billing support Train staff on the process of purchase orders and reimbursement forms as needed. Set up an ordering system along with the maintenance of the system during the year. Distribution of our TEC bid along with support and guidance for the staff with regard to ordering and processing. Work with Department Heads as well as Principals or their assistants in navigating purchasing, ordering and payment. Has access to department-related confidential information requiring the application of judgment, discretion, and professional protocols. Performs similar or related work as required, directed or as situation dictates.